Actual Retirement

The date a building was "Retired" or demolished.

Address

The address or other physical location for a structure which is not located on or in the immediate vicinity of the core campus. Values should reflect physical location for geographical identification and mapping purposes.

Examples: all Richmond Field Station Bldgs should be 1301 South 46th St.

or

Lake Arrowhead Conf Center should be 850 Willow Creed Rd.

or

Bodega Marine Lab should be Westside Rd.

or

Laurel Heights should be 3333 California

Annual Campus Building-Space Survey

The process by which the EFA system is updated each year by the campuses. The "date of record" for each update to the corporate system is the end of the third week of Fall term classes.  The two input files -- building and room -- should be sent by the tenth working day of December to the Office of the President. The survey is done to support UCOP’s ability to submit an annual building and space inventory (account) to the state as required by a 1971 legislative action.

Area

The total floor or surface area of a room assigned to or available for assignment, including every type of space functionally usable by an occupant or user.

Assignable area for a building as a whole is calculated by summing the assignable area of the individual rooms in the building. Refer to Appendix C, Building Area Overview, and Appendix D, Definitions Checklist, of the Facilities Inventory Guide for further discussion and definitions of Assignable Area.

For leased facilities, when actual assignable area measurements are not available, net rentable area may be used to record assignable area and basic gross area.

Area Allocation

When a space is allocated to one or more departments, the total area of the space is assigned to a department based on a percentage, and that percentage value is multiplied by the total area and represents the "area allocation" in square feet given to the department(s).

Occupancy refers to the actual department occupying the space; Assignment refers to the department who is responsible for the space.

Area Units

Indicates the area measurement unit type (e.g. sqaure feet) for any area measurements with the building.

Asset (AST)

Property or resource that typically has a material economic value and a useful life greater than one year.

Assignable Area

Sum of all Assignable Area square feet - requires creating a "Space" with the corresponding Room Category/Codes for Assignable.

Book Value

The value at which an asset is carried on a balance sheet.  To calculate, take the cost of an asset minus the accumulated depreciation.

Building

A "building" is defined as a roofed structure for permanent or temporary shelter of persons, animals, plants, materials, or equipment.  The building inventory may encompass many different types of  structures, including marine and space structures (e.g., satellites, whether staffed or not); research vessels; aquarium structures; and trailers that are not on wheels and are used for offices, research, residences, storage, etc.

Building Age

The age of building.

Building Condition Code

This field is no longer required by UCOP, instead UCOP will begin using results from the Facility Condition Assessment Program to assign condition.  However, to support the EFA File 71 extract, this field has been configured in Tririga and will store a single space null value.

Building Description

If warranted a building description can be used to further describe or specify a building.

Building Equipment (BE)

Tririga’s approach for managing actual pieces of installed equipment. Tracks make, model, manufacturer and other attributes. Supports work management tasks (Corrective & PM).

Building Key

A unique building identification "key" that is derived by Tririga using Property ID, Functional Affiliation Code and CAAN.

Building Profile

Levels Above Ground

Total number of levels above ground; include partial basements that have daylight on one or more sides (considered above grade) do not include roof level

Levels Below Ground

Total number of levels fully below lowest exterior grade.  If none, enter 0

Building Height (feet)

Measure in feet, from the lowest level grade. Do not include small penthouses, equipment, elevator overruns, antennas, etc.

Number of Stories

Sum of levels above and below ground

Building System Classification (BSC)

Tririga’s framework for classifying building system assets in a standardized manner.

Stores UC’s Real Property Asset Catalog.

Building System Item (BSI)

Tririga’s approach for managing specific system components, selected from the BSC, that will be inspected and inventoried.  Used to track and manage component condition and lifecycle activities and costs.

Building System Inspect Item (BSII) Description Field

A field located in the BSII record. This field should only include additional information or details about the asset.  Do not use this field to describe its condition, what needs to be done to repair or replace the asset, or why an opportunity is being created (end of life, not functioning as designed)  those details should be included in the opportunity description.

For additional information on this field, please go to the ICAMP Standard Naming Conventions and Approach to Create FCA Inspection Items and Opportunities article.

Campus Nameplate Field

A field located in the BSII record. This field should be used to capture the name that has been given to the asset and appears on the tag\placard attached to the asset Not all assets will have a nameplate, and when they do not, this field will not need to be populated This field will be one of the primary fields the campuses can use to match FCA inventory items to the campus CMMS asset.

For additional information on this field, please go to the ICAMP Standard Naming Conventions and Approach to Create FCA Inspection Items and Opportunities article.

Capacity Upgrade (CPU)

Includes activities directed towards expanding the capacity of an asset or otherwise upgrading it to serve needs different from, or significantly greater than its current use.

Capital Asset (RPA)

Institutional holdings, including buildings, infrastructure, and moveable and stationary equipment, exceeding a policy determined value (APPA).

Capital Asset Account Number (CAAN)

A unique number assigned to a building or structure at the time a capital project or construction contract begins to incur expenses under account group code 10202--Buildings and Structures.

Effective Fall 1996, use of the alpha suffix in the fifth position will not be accepted for newly capitalized buildings or structures. Numbers for buildings must be represented exactily as they appear in the Plant Asset file, under the Corporate Asset Account Number (CAAN).

Further, each building or separate structure must be assigned a unique building number, including buildings which are part of a complex. The assignment of building numbers should be coordinated with, but not limited to, the following offices: Plant Accounting, Equipment Management, Facilities Management (A&E and D&C), Facilities Inventory Management, and Capital Planning.

Capital Asset Condition Rating and Ranking

Is a process where asset condition impacts can be defined for capital assets and given a numerical rating.  The ratings are used to provide a weighted score for each condition type.  

These ratings can then be used as a means for comparative ranking, analysis and reporting for a given asset component, system, facility or capital asset portfolio. Examples of asset condition impacts could be: Asset rigor of use Asset deficiency Asset deterioration Asset replacement urgency.

Capital Asset Portfolio Management

“The identification and prioritization of facility and infrastructure physical, functional and budgetary needs spanning a multi-year timeframe, along with the reinvesting of funds into physical assets in support of the organization’s mission, above and beyond normal routine operations and maintenance.”

In addition, the Capital Asset Portfolio can leverage financial portfolio management principles, concepts, and performance measures to maximize return or benefits at a given level of risk and investment.

Capital Asset Risk Rating and Ranking

A process where risk condition impacts are defined for capital assets and given a numerical rating. The ratings are used to provide a weighted score for each risk condition type.  These ratings can then be used as a means for comparative ranking, analysis and reporting for a given asset component, system, facility or capital asset portfolio.

Examples of risk condition impacts could be:

*  Impact to health and safety

*  Impact to environment

*  Impact to mission

*  Impact to productivity

*  Impact on costs from a failure

Capital Asset Risk Rating and Ranking

A process where risk condition impacts are defined for capital assets and given a numerical rating. The ratings are used to provide a weighted score for each risk condition type.  

These ratings can then be used as a means for comparative ranking, analysis and reporting for a given asset component, system, facility or capital asset portfolio.

Examples of risk condition impacts could be:

* Impact to mission

* Regulatory Impact

Capital Improvements (CI)

Includes activities directed towards expanding the capacity of an asset or otherwise upgrading it to serve needs different from, or significantly greater than its current use.

Capital Project/Construction

A new facility, rehabilitation/renovation or major maintenance that increases the value of the location/site/campus (e.g., a new building) or extends the useful life of a facility. This work includes construction and purchase of fixed equipment. (e.g., a replacement chiller). Minimum dollar threshold levels for capital projects are set by the building owners/managers, however, typically in excess of $5,000 or $10,000.

Capital Renewal (CR)

The systematic major repair or replacement of building systems and campus infrastructure to extend useful life

Circulation Area

Sum of all Non-Assignable Circulation Area square feet - requires creating a "Space" with the corresponding Room Category/Code for Circulation

The sum of all areas on all floors of a building required for public physical access to some subdivision of space, whether or not physically bounded by partitions.

Refer to Appendix C of the Facilities Inventory Guide for detailed methodology.

City

Name of the City where the building is located.

City Code

City Code corresponding to City Name (as defined by the FIG); Code indicating the city/town in which a structure is geographically located.

Code Update (CU)

Includes activities required to bring a space or asset up to current code when undertaking a given project to maintain or improve a facility

Common Name

A common, more familiar name used to identify a building than its formal/legal name.

Component Condition Index (CCI)

An indicator/benchmark used to indicate the relative physical condition of a facility or building system component “independent” of type, construction type, location or cost.

The component condition index (CCI) is expressed as a ratio of the cost of remedying existing deficiencies/requirements to the current replacement value i.e., CCI=DM/CRV.

Source: “Asset Lifecycle Model for Total Cost of Ownership, Framework, Glossary and Definitions”, (National Association of State Facilities Administrators, et. al, 2002)

Condition Code

A field located in the BSII record. When assigning the Opportunity Condition rating, consider what the condition is of the deficient quantity of the inventoried item. The Opportunity condition should always have a rating that is equal to or less than the BSII condition rating. Typically, to warrant the creation of an opportunity, the condition of the inventoried item should be adequate or lower.

For additional information on this field, please go to the ICAMP Standard Naming Conventions and Approach to Create FCA Inspection Items and Opportunities article.

Condition Code  (BSII Condition)

When assigning the BSII Condition rating, consider what the overall condition is of the inventoried item The BSII condition should always have a rating that is equal to or better than the Opportunity condition rating.

For additional information on this field, please go to the ICAMP Standard Naming Conventions and Approach to Create FCA Inspection Items and Opportunities article.

Construction Completed Date or Year Built Date

The date a building or facility was constructed.

Corrective Maintenance (CM)

Unscheduled repair activities performed to return a component or system that has failed, or appears to not be working properly, to working condition

Cost Adders

RSMeans estimates are national averages and do not account for local conditions. Cost Adders allow inspectors to add costs to an estimate to address a variety of local situations and needs.

Adders are preset with recommended labor percentage multipliers, that can be changed if necessary. Adders also support flat dollar additions that are added to the adjusted total.

Cost Estimate Line Item (CELI)

CELIs are Tririga’s approach for building, managing and adjusting the cost of an activity or element.

Cost Group (CG)

Cost Groups are Tririga’s approach for managing the various RSMeans “Books” that contain detailed costs used to build a solution estimate.

Country

Name of the country where the building is located.

Country Code

Country Code corresponding to Country Name.

County Code

County Code corresponding to County Name (as defined by the FIG); Code indicating the county in which a structure is geographically located.

Covered Unenclosed Area

Sum of all Non-Assignable Covered Unenclosed Area square feet - requires creating a "Space" with the corresponding Room Category/Code for Covered Unenclosed

The sum of all covered or roofed areas of a building located outside of the enclosed structure, i.e., the environmentally controlled envelope, for all stories or areas which have floor surfaces.

Refer to Appendix C of the Facilities Inventory Guide for detailed methodology.

CPEC Code

Code indicating to which CPEC (California Postsecondary Education Commission) space category a room use code is assigned for purposes of space analysis reporting.

Assignment of a CPEC category code applies only to standard rooms and all (standard and non-standard) teaching laboratories which are associated with program codes 1.1 and 1.2. For all other rooms, the CPEC category code is blank.

Occupancy refers to the actual department occupying the space; Assignment refers to the department who is responsible for the space.

CSI MasterFormat (MF)

CSI’s MasterFormat is a comprehensive list of subject titles and unique ID numbers for classifying and organizing construction practices and work results.

Currency

Indicates the currency type (e.g. US Dollar) for any financial transaction values associated with the building.

Current Replacement Value (CRV)

The total expenditure in current dollars required to replace any facility at the institution, inclusive of construction costs, design costs, project management costs and project administrative costs. Construction costs are calculated as replacement in function vs. in-kind. The value of design (6%), project management (10-12%), and administrative costs (4%) can be estimated at 20% of the construction cost. However, the value of property/land is excluded and insurance replacement values, or book values, should not be used to define the current replacement value.

Costs for the replacement value are typically generated using cost models that reference cost databases (e.g. RSMeans) using the building construction type, user and use categories, quality level, buildings systems and or subsystems/components/units, and local experience. The property owner/manager may decide, for internal purposes, to base the current replacement value (CRV) on “replacement in kind” (duplicate constructions techniques), vs. “replacement in function” (e.g., six story office space).

The CRV’s for associated infrastructure, such as utility systems, and generating plants, roadways, non-building structures (e.g., dam, bridges, etc.) are developed in a similar manner. Source: “Asset Lifecycle Model for Total Cost of Ownership, Framework, Glossary and Definitions”, (National Association of State Facilities Administrators, et. al, 2002)

Current Use Space Class

Code Name indicating the classification of a room based on the primary usage or activity which occurs in the room, rather than on the function or subject field served by the room.

Custodial Area

Sum of all Non-Assignable Custodial Area square feet - requires creating a "Space" with the corresponding Room Category/Code for Custodial. The sum of all areas on all floors of a building used for custodial supplies, sink rooms, and janitorial closets.

Refer to Appendix C of the Facilities Inventory Guide for detailed methodology.

Date of Occupancy

This field is not populated by users, they will populate "In Service Date" to reflect the date of occupancy.  This field will be used to support the EFA File 71 extract.

Decommission\Dispose (DD)

Retire or demolish a facility that is no longer worth maintaining, renewing or improving.

Deferred Maintenance (DM)

Maintenance repairs or required capital renewal repairs or replacements that were not addressed when they should have been or have been postponed to a future date.

Deferred Maintenance Backlog (DMB)

The total dollar amount of existing deferred maintenance.  When the backlog of DM projects are addressed, they are typically paid for from the capital budget.

Deficiency (D)

Items that have exceeded their service life and are verified by inspection or knowledge that they can no longer be considered reliable and/or function as designed are recorded as deficiencies

Deficiency/Opportunity Type Field

Since the objective of the FCA program is to identify Deferred Maintenance, the system defaults the Opportunity Type to DM. However, some work may involve code issues, upgrades, or dealing with larger improvement projects.  In this case the inspectors can assign one of the other opportunity types. Always check to make sure the appropriate Opportunity Type has been selected in the Deficiency/Opportunity Type Field.

For additional information on this field, please go to the ICAMP Standard Naming Conventions and Approach to Create FCA Inspection Items and Opportunities article.

Depreciation

Depreciation is a method of allocating the cost of a tangible asset over its useful life.  For accounting purposes, depreciation indicates how much of an asset’s life has been used up. Depreciation expense is the amount of cost allocation within an accounting period. Only items that lose useful value over time can be depreciated.

Depreciation can be calculated in more than one way.

* Straight-line depreciation

Description

If warranted a space description can be used to further describe or specify a space; for example a donor identification could be place here (e.g. Zuckerberg Auditorium)

Deterioration Code

When assigning the Deterioration rating, to a Building System Inspection Item record, consider how deteriorated the asset is with respect to its physical condition, age, efficiency and performance.

For additional information on this field, please go to the ICAMP Standard Naming Conventions and Approach to Create FCA Inspection Items and Opportunities article.

Document Name

The name of the document; this can be assigned from the user, and can be different than the original file name.

Document Number

A number can be assigned to the document during upload if desired

EFA Building Gross Area

Also known as, Basic Gross Area:  The sum of all area, finished and unfinished, on all floors of an enclosed structure, i.e., within the environmentally controlled envelope, for all stories or areas which have floor surfaces.

Refer to Appendix C of the Facilities Inventory Guide for detailed methodology.

EFA Building Name

The name or abbreviation of the name for a building as reported in the campus facilities data system.

EFA Circulation Area

The sum of all areas on all floors of a building required for public physical access to some subdivision of space, whether or not physically bounded by partitions.

Refer to Appendix C of the Facilities Inventory Guide for detailed methodology.

EFA Covered Unenclosed Area

The sum of all covered or roofed areas of a building located outside of the enclosed structure, i.e., the environmentally controlled envelope, for all stories or areas which have floor surfaces.

Refer to Appendix C of the Facilities Inventory Guide for detailed methodology.

EFA Custodial Area

The sum of all areas on all floors of a building used for custodial supplies, sink rooms, and janitorial closets.

Refer to Appendix C of the Facilities Inventory Guide for detailed methodology.

EFA Mechanical Area

The sum of all areas on all floors of a building designed to house mechanical equipment, utility services, and shaft areas.

Refer to Appendix C of the Facilities Inventory Guide for detailed methodology.

EFA Non-Assignable Area

Sum of all EFA Area Measurements Non-Assignable Areas (Parking, Mechanical, Circulation, Public Toilet, Custodial).

EFA Non-Assignable Exclude Parking

Sum of (EFA Ciculation+EFA Public Toilet+EFA Mechanical+EFA Custodial) - EFA Parking Area

EFA Outside Gross Area Federal

Sum of EFA Building Gross Area + EFA Covered Unenclosed Area known as the Federal method, is used for data verification and editing purposes (e.g., to ensure the total assignable area of a building does not exceed the total gross area of a building) and for responding to Federal facilities surveys and inter-institutional data exchanges.

Measured in terms of outside gross. square feet, OGSF100 = Basic Gross + 100% Covered Unenclosed Area

EFA Outside Gross Area UC

Area calculation equals:  (EFA Building Gross Area + EFA Covered Unenclosed Area)*50% is the method most often used by the University of California to report Gross Area. This data element is used when reporting Gross Area for capital and space planning and design purposes (e.g., development of capital budgets and preparation of project planning guides), for calculating Maintained Area for operation and maintenance of plant purposes, and for responding to State reporting requirements.

Measured in terms of outside gross square feet, OGSF50 = Basic Gross Area + 50% of the reported Covered Unenclosed Area.

EFA Parking Area

The total measure of any gross floor area of a parking structure which is used for private vehicle access, circulation, and parking, whether in parking or non-parking buildings or structures.

Parking structures are not considered Covered Unenclosed Gross Area. Campuses should record measurements for parking structures and relevant parking areas as part of Basic Gross Area and as Nonassignable Parking Structure Area.

EFA Public Toilet Area

The sum of all areas on all floors of a building devoted to non-assignable public toilet facilities.

Refer to Appendix C of the Facilities Inventory Guide for detailed methodology.

EFA-70 Campus Room File

An annual file submitted by the campuses to UCOP that provides an inventory of all campus building rooms and pertinent room data, for example:

*Assignable square feet

*Department

*Program Code

*Room Use Code

*Room Number

EFA-71 Campus Building File

An annual file submitted by the campuses to UCOP that provides an inventory of all campus buildings and pertinent building data, for example:

*Capital Asset Account Number (CAAN)

*Address and Location

*Basic Gross Area

*Ownership Code

*Year Constructed

Email

If a person is assigned as a contact, their "email" will be included in the contact detail.

Estimate Manager (EM)

Estimate Manager helps the inspector develop and manage detailed solution cost estimates.

Facilities Maintenance (FM)

Includes preventative and repair activities necessary to realize the originally anticipated life of a fixed asset (buildings, fixed equipment, and infrastructure).

Facilities Maintenance

Includes preventative and repair activities necessary to realize the originally anticipated life of a fixed asset (buildings, fixed equipment, and infrastructure).

Facilities Operations (FO)

Includes facilities management, grounds maintenance, custodial services, utilities operations and purchased utilities.

Facilities Renewal (FR) (aka Capital Renewal)

The systematic major repair or replacement of building systems and campus infrastructure to extend useful life.

Facility (FAC)

Typically a building, and the installed systems and components used to operate it, that is designed to primarily accommodate occupants.

Facility Condition Assessment (FCA)

The structured development of a profile of existing facilities conditions, typically captured in an asset management system, and populated with detailed facility condition inspection information.

Source: “Asset Lifecycle Model for Total Cost of Ownership, Framework, Glossary and Definitions”, (National Association of State Facilities Administrators, et. al, 2002)

Facility Condition Assessment Program (FCAP)

A continuous systematic approach of identifying, assessing, prioritizing, and maintaining the specific maintenance, repair, renewal and replacement requirements for all facility assets. FCAP provides valid documentation, reporting mechanisms, and budgetary information in a detailed asset management system. A detailed FCAP typically involves an assessment team of three disciplines: Architecture/Structural, Mechanical and Electrical and depend upon robust, scalable methodologies to assure accurate and consistent information.  

It is recommended that FCAs be performed on a regular basis (3-5 years) and conducted on a portion of the portfolio annually. The FCA identifies existing deficient conditions in logical groupings, priorities and quantities, and also, associated recommended corrections and corrective costs.  Costs are generally based upon industry standard cost databases (e.g. RSMeans).

Source: “Asset Lifecycle Model for Total Cost of Ownership, Framework, Glossary and Definitions”, (National Association of State Facilities Administrators, et. al, 2002).

Facility Condition Index (FCI)

A comparative industry indicator/benchmark used to indicate the relative physical condition of a facility, group of buildings, or entire portfolio “independent” of building type, construction type, location or cost. The facility condition index (FCI) is expressed as a ratio of the cost of remedying existing deficiencies/requirements to the current replacement value i.e., FCI=DM/CRV.  FCI ranges and ratings are presented in the table below:

Source: “Asset Lifecycle Model for Total Cost of Ownership, Framework, Glossary and Definitions”, (National Association of State Facilities Administrators, et. al, 2002)

Facility Lifecycle

At a high level there are five phases, that span the entirety of a building’s life cycle: planning, programming, design, construction, and operations. In general, this lifecycle model can be applied to a given component, or extrapolated to a campus or institution.  It provides a holistic and integrated framework for planning, evaluating, building, renovating, buying, leasing, financing, budgeting and operating real property capital assets.

File Name

Indicates the original file name.

Fire Sprinklers

Indicates if fire sprinklers are present in a building (Yes/No) or if present, but not fully installed(Partial).

Functional Affiliation Code

Code indicating the administrative unit with which a building is affiliated in facilities inventory reports.

Geography Lookup

Use the Geography Lookup to select the city where the building is located; by doing so City, City Code, County, County Code, State, Country values are automatically populated based on Tririga/Portfolio/Geography setup.

GIS Latitude

Latitude lines run east-west, and GIS is defined as geographic information system (GIS) designed to capture, store, manipulate, analyze, manage, and present spatial &/or geographical data.

GIS Longitude

Longitude lines run north-south, and GIS is defined as geographic information system (GIS) designed to capture, store, manipulate, analyze, manage, and present spatial &/or geographical data.

Hierarchy Path

Indicates the full location hierarchy path of the space and covers from the top level UC to the Campus to the Building and Floor the space is located on.

ID (Includes multiple definitions)

a. Code indicating the classification of a room based on the primary usage or activity which occurs in the room, rather than on the function or subject field served by the room.

b. Unique space record identification number autogenerated by Tririga.

c. Code indicating the classification of a room based on the primary usage or activity which occurs in the room, rather than on the function or subject field served by the room.

d. Unique space record identification number autogenerated by Tririga.

e. Code indicating the classification of a room based on the primary usage or activity which occurs in the room, rather than on the function or subject field served by the room.

Image

An image/picture of a building when available.

Inspector Notes Field

This field in the BSII should only be used by FCA inspectors to capture notes about the inspection and can include information on their progress, or things they may still need to obtain or do to complete the inspection:

For example: at BSI, need pictures, get quote for opportunity, need to QA inspection Editable field on report

For additional information on this field, please go to the ICAMP Standard Naming Conventions and Approach to Create FCA Inspection Items and Opportunities article.

In Service

The month and year the building was first occupied by the University, whether by construction, purchase, gift, lease, or shared agreement and starting at that time when the University beneficially occupies the space.

In Service Date

The date a component or system was originally put into service.

Indirect Cost Recovery (ICR)/Facilities and Administration (F&A)

Indirect costs are real costs incurred by the institution to acquire and maintain its buildings and equipment, and to provide operational support. These support services include maintenance and operations (utilities, custodial services, police services, etc.), library operations and administrative services. All of these costs are real, and without them, the institution could not exist.

When the University performs work for others such as the federal government through contracts, grants and other agreements, Regents' policy requires it to recover the "full cost" associated with such projects, including all direct and indirect costs. Direct costs are the costs directly identifiable to individual projects. Indirect costs are assigned to projects as a percentage of direct costs.

The indirect costs paid to the University by project sponsors in this fashion are referred to as "indirect cost or overhead recovery", and represent the recovery of costs incurred by the University to provide the facilities and operational support for the project.  

Last EFA Year

Indicates the last date (year) space data was sent to EFA for annual UCOP/State reporting purposes.

Last Inventory

Indicates the last date an space inventory audit was performed on the space.

Legal Name

The legal name of a building, also would include full name of a building with a donor's name.

Length Units

Indicates the length measurement unit type (e.g. sqaure feet) for any area measurements with the building.

Locations Field

Inspectors should always be attempting to indicate the location of an asset during the FCA inspection. Selecting a floor/space will help inspectors more easily locate/find the asset during the next inspection cycle. Selecting a floor/space will also help when reporting out and trying to identify any assets that are associated to a given floor or space When possible, a Floor and Space (room) should be selected.

For additional information on this field, please go to the ICAMP Standard Naming Conventions and Approach to Create FCA Inspection Items and Opportunities article.

Location Graphic Image

If a CAD drawing has been used to create spaces (CAD Integrator) and has been loaded into Tririga, a view of the drawing will be presented.

Master Plan Code

Code indicating status of building consistent with a long-range physical development plan (also known as master plan, long-range development plan, LRDP) or other planning document used by a campus.

All buildings must be assigned a valid code, regardless of whether or not they are included in a master plan.

Mechanical Area

Sum of all Non-Assignable Mechanical Area square feet - requires creating a "Space" with the corresponding Room Category/Code for Mechanical

The sum of all areas on all floors of a building designed to house mechanical equipment, utility services, and shaft areas.

Refer to Appendix C of the Facilities Inventory Guide for detailed methodology.

Model Building Type

Structural model building type per FEMA's HAZUS-MH 2.1 User Manual. If not known, indicate basic structural system as wood, steel, or concrete.

Also refer to the Table of Structural Building Classifications (Model Building Types)

Name (Includes multiple definitions)

a. The name or abbreviation of the name for a building as reported in the campus facilities data system.

b. Number assigned to a room or space within a building or structure containing assignable square feet.

Net Present Value

Is the difference between the present value of cash inflows and the present value of cash outflows.  NPV is used in capital budgeting to analyze the profitability of a projected investment or project

Where:

Ct = net cash inflow during the period t

Co = total initial investment costs

r = discount rate

t = number of time periods

A positive NPV indicates the investment exceeds the anticipated costs (in present dollars) and will be profitable, whereas a negative NPV indicates the investment will result in a loss.

Source: “What is Net Present Value- NPV”, (Investopedia: http://www.investopedia.com/terms/n/npv.asp?ad=dirN&qo=investopediaSiteSearch&qsrc=0&o=40186)

New Construction (or Alteration\Renovation) (NC)

New or alteration work, including  site preparation and construction of a new or existing facility or structure, paid from the capital budget to create a new asset, or modify an existing one.

Non-Assignable Area

Sum of all Non-Assignable Area square feet - requires creating a "Space" with the corresponding Room Category/Codes for Non-Assignable.

NSF Code

Code indicating to which National Science Foundation discipline a UC facilities department is assigned for purposes of the biennial NSF "Survey of Academic Research Facilities".

Occupancy refers to the actual department occupying the space; Assignment refers to the department who is responsible for the space.

Number of Levels

The number of floors or stories within a building, including basement, mezzanine, and attic, and any other useable area the height of which is at least 6'6" above the flooring, regardless of whether the building or structure is owned or leased by the University.

Each building must report at least one level. For split-level buildings, or buildings which may have a wing with fewer levels than the main building, report the maximum number of levels within the building.

For leased facilities, if the University occupies five levels of a 30-story building, the number of levels reported for that building would be "30".

Number of Levels Above Ground

The number of floors or stories within a building and any other useable area, the height of which is at least 6'6" above the common ground level, regardless of whether the building or structure is owned or leased by the University.

Number of Levels Below Ground

The number of floors or stories within a building and any other useable area, the height of which is at least 6'6" below the common ground level, regardless of whether the building or structure is owned or leased by the University.

OMP Code

Each valid program code has been preassigned with accompanying codes for Operation and Maintenance of Plant (OMP) Funding  Source Eligibility

This is a potential fund source indicator only and is used to indicate what spaces may be eligible for or maintained by state funds, which spaces may be maintained using student fees, or which spaces may be maintained by other\auxillary sources of funds e.g. housing.

This code helps distinguish "State" vs. "Non-State" space so that if state funds are available for projects or maintenance, spaces marked with an OMP Code "S-State" can be isolated for evaluation and analysis.

OMP Codes are assigned to Program codes at the Portfolio\Program Code table and will be autopopulated in Occupancy based on a Department\Program selection.

Occupancy refers to the actual department occupying the space; Assignment refers to the department who is responsible for the space.

Operation and Maintenance of Plant (OMP)

Activities required to manage, run, operate and maintain the real property capital asset portfolio: facilities operations, facilities maintenance and capital renewal.  Deferred maintenance results from not addressing maintenance and renewal requirements.

Opportunity (OPTY)

Tririga’s approach for managing, scoring  and estimating the cost of performing different types of work and projects, e.g. Deferred Maintenance, Code Upgrades, Capital Improvements & Upgrades.

Opportunity Description Field

A field located in the Opportunity record. This field should be used by inspectors to elaborate on the why the opportunity was created  what criteria were met, what has been observed that has caused you to create the opportunity, what are the consequences and likelihood of failure.  

For additional information on this field, please go to the ICAMP Standard Naming Conventions and Approach to Create FCA Inspection Items and Opportunities article.

Opportunity Name Field

Standard:  VERB, STANDARD BSII NAME

This field should be modified to identify the activity required to address the deficiency, by inserting a VERB  or activity (Repair, Replace) before the standard BSII name

Remember, the BSII Name created will be auto-populated into the Opportunity Nameso it always is important to apply the standard BSII Name Standard from the start.

Using this format will help ensure a consistency across all Opportunities for reviewing and reporting Provides enough information for a future consumer of the data to better understand what the opportunity is what activity will be required to address the deficiency for the actual inventoried item

Examples of Verbs (activities):

• Repair
• Replace
• Install
• Remove

Examples of Opportunity Names: Replace Air Handler, AHU-#13, 1300 CFM Repair Boiler, BLR-01, 2500 MBH Replace Carpet, Floor 1 Replace Thermoplastic roofing (north penthouse) Repair Steel frame window 4'-0" x 8'-0", operating.

For additional information on this field, please go to the ICAMP Standard Naming Conventions and Approach to Create FCA Inspection Items and Opportunities article.

Optimal Year of Replacement (OYR)

The optimal year a capital renewal repair or replacement should be or should have been performed, i.e., looking back 10 years and look forward 5 years.

Organization Name

The name or abbreviation of the functional activity or organizational unit to which a room or space is assigned and which is actually occupying or using the space or scheduled to do so.

Occupancy refers to the actual department occupying the space; Assignment refers to the department who is responsible for the space.

Other Funding Eligible Area

Indicates the area in square feet  of the space, based on the occupancy allocations and OMP codes assigned to them, that is "Other Funding Eligible."

Other Structures and Facilities (OSF)

Typically the infrastructure and facilities installed to support and operate a campus, not designed to primarily house occupants.

Override

When more that one department is being allocated to a space, Tririga will evenly assign a percent allocation to each department (e.g. 2 departments would receive 50% each of the total area).  However, actual percentage allocations may not always be evenly distributed, and when they are not, a user can enter in the appropriate "Override" percent (e.g. 2 departments, where one department is assigned 60% of the space and the other is assigned 40% of the space as overrides).  It is important to ensure the total percent allocated  equals 100%.

Occupancy refers to the actual department occupying the space; Assignment refers to the department who is responsible for the space.

Ownership Code

Code indicating the basis upon which a building is available for use by the University.

Parking Area

Sum of all Non-Assignable Parking Area square feet - requires creating a "Space" with the corresonding Room Category/Code for Parking.

The total measure of any gross floor area of a parking structure which is used for private vehicle access, circulation, and parking, whether in parking or non-parking buildings or structures.

Parking structures are not considered Covered Unenclosed Gross Area. Campuses should record measurements for parking structures and relevant parking areas as part of Basic Gross Area and asNonassignable Parking Structure Area.

Percent Allocated

When a space is allocated to one or more departments, the total area of the space is assigned to a department based on a percentage.  It is important to ensure the total percent allocated  equals 100%.

Occupancy refers to the actual department occupying the space; Assignment refers to the department who is responsible for the space.

Person

People can be assigned as Contacts for a given space if desired

Personal, Programmatic or Departmental Property (PP)

Personal property does not support the function of a facility or structure, it supports the program occupying the facility

Predominant Building Category Code

Code indicating the type of building based upon the predominant current use of space within the building.

Preventative Maintenance (PM)

A scheduled (time, meter or condition based) program of activities (inspect, adjust, clean, replace parts, service, minor repair) performed on components and systems that is designed to maximize the reliability, performance, and sustain their useful life.

Primary Organization

If a person is assigned as a contact, their "primary organization" will be included in the contact detail.

Program Code

Code indicating the classification of academic departments by subject field and non-academic units by activity for the purpose of facilities inventory reporting.

See Appendix A of the Facilities Inventory Guide for expanded program code-definitions.

Tririga Notes:  

1. A full list of Program Codes is available at Portfolio\Program Codes form located at Portfolio page

2. Program Codes are assigned to Departments under Portfolio\Organization \Department

Occupancy refers to the actual department occupying the space; Assignment refers to the department who is responsible for the space.

Projected Deferred Maintenance (PDM)

Capital Renewal that is expected to be deferred in the existing FCA cycle, and will become DM before the next FCA cycle begins

Property

A Property in Tririga represents the physical campus property and contains the buildings, structures and land parcels that are part of the campus.

Property ID

A Property in Tririga represents the physical campus property and contains the buildings, structures and land parcels that are part of the campus.  Each Campus (or Property record) has been assigned a code (ID) by UCOP/FIG.  

Property Name

A specific campus Name

Public Toilet Area

Sum of all Non-Assignable Public Toilet Area square feet - requires creating a "Space" with the corresonding Room Category/Code for Public Toilet

The sum of all areas on all floors of a building devoted to non-assignable public toilet facilities.

Refer to Appendix C of the Facilities Inventory Guide for detailed methodology.

Real Property Asset (RPA)

Real property assets are permanent and fixed and support the functionality of a facility or structure.

Real Property Asset Catalog (RPC)

UC’s standardized catalog of real property assets that will be inventoried in the RPAM.

Real Property Asset Management Platform (RPAM)

The system of record for collecting and maintaining an inventory of real property and performing asset condition assessments.

Real Property Capital Asset Portfolio (RPCAP) /RPI

The entire real property inventory (RPI) of real estate, land and fixed property attached to it that is owned by the University of California. This can include the buildings, building systems and components (mechanical, electrical, plumbing), and the other structures, facilities and utilities used to operate and maintain local sites and campuses. Since the assets in the portfolio have a value that is greater than $5000 and it is expected their useful life will be greater than one year, they will be recognized as capital assets and will be depreciated over their expected useful life.

Recapitalization Reinvestment Rate

A facility, system, or component with existing deficiencies will deteriorate at a faster rate than a component that is in good condition. The level of annual funding for facility renewal and deferred maintenance expressed as a percentage of facility replacement values. Altering the recapitalization/reinvestment rate has direct impact upon the facility condition index (FCI) and associated deferred maintenance levels over time.

Recapitalization Reinvestment Rate

A facility, system, or component with existing deficiencies will deteriorate at a faster rate than a component that is in good condition. The level of annual funding for facility renewal and deferred maintenance expressed as a percentage of facility replacement values. Altering the recapitalization/reinvestment rate has direct impact upon the facility condition index (FCI) and associated deferred maintenance levels over time.

Source: “Asset Lifecycle Model for Total Cost of Ownership, Framework, Glossary and Definitions”, (National Association of State Facilities Administrators, et. al, 2002)

Reference Location Field

In addition to building, floor, and space, Reference Location further distinguishes a BSIs position for future identification by inspectors and or other users of the information trying to better identify where an asset is located within or around a building.

For additional information on this field, please go to the ICAMP Standard Naming Conventions and Approach to Create FCA Inspection Items and Opportunities article.

Regulatory Liability

When assigning a Regulatory rating in the Opportunity record, consider if a regulatory liability could result from the asset being out of compliance or from asset failure.

For additional information on this field, please go to the ICAMP Standard Naming Conventions and Approach to Create FCA Inspection Items and Opportunities article.

Representative Observation (RO)

Observations of a reasonable number of samples of a repetitive system, component or area.

Return on Investment

A performance measure used to evaluate the efficiency of an investment or to compare the efficiency of a number of investment alternatives.  ROI measures the amount of return on an investment relative to the investment’s cost. To calculate ROI, the benefit (or return) of an investment is divided by the cost of the investment and the result is expressed as a percentage and therefore can be easily compared with the returns from other investment options ROI = (Benefit from Investment – Cost of Investment)/Cost of Investment.

Source: “What is Return on Investment - ROI”, (Investopedia: http://www.investopedia.com/terms/r/returnoninvestment.asp?ad=dirN&qo=investopediaSiteSearch&qsrc=0&o=40186)

Revision

Indicates the Revision number for a given document.  At first upload, revision number = 0.

Revision Date

Indicates the date a revision was made to the document.

Rigor of Use

When assigning a Rigor of Use rating in an Opportunity record, consider what the assets operational usage profile is.

For additional information on this field, please go to the ICAMP Standard Naming Conventions and Approach to Create FCA Inspection Items and Opportunities article.

Role

If a person is assigned as a contact, their "Contact Role" will be included in the contact detail.

Room Code

Code indicating the classification of a room based on the primary usage or activity which occurs in the room, rather than on the function or subject field served by the room.

Occupancy refers to the actual department occupying the space; Assignment refers to the department who is responsible for the space.

RSMeans (RSM)

An industry standard cost and component life expectancy database that  allows for a common, uniform, standardized application of costs which can be used across the facility lifecycle, and is organized by the UNIFORMAT II classification system.  

Software Development Lifecycle (SDLC)

Is a framework used for delivering software applications that takes into account the necessary tasks and activities across the full development and support lifecycle:  plan, design, develop, test, deploy, support, enhance.

Solution Estimate (SE)

Solutions are Tririga’s approach for creating and managing one or many different solution cost estimates for a given opportunity.

Standard Life Expectancy (SLE)

Industry standard life expectancy for a given facility, building system, or component.  SLEs are generally based upon industry standard life expectancy databases (e.g. RSMeans).  A component’s SLE will generally be added to its In Service Date to calculate the year the component will reach its expected end of life.

State

Name of the State where the building is located.

State Funding Eligible Area

Indicates the area in square feet  of the space, based on the occupancy allocations and OMP codes assigned to them, that is "State  Funding Eligible"

State of California LAO

Legislative Analysts Office (LAO) Criteria for managing CR/DM Program.

Stations

The number of actual work stations which will adequately accommodate secondary users in a particular type of room.

Refer to Appendix B, of the Facilities Inventory Guide for rooms which report stations. Do not report stations for service rooms (e.g. 125-classroom service, 265-class lab service, 345-conference room service).

In the case where extra chairs have been placed in the room, in excess of the designed capacity of the room, count only the number of additional seats which could be added without exceeding the maximum seating capacity allowed by the appropriate building and fire codes and which seats are intended to be included in the room on a permanent basis (rather than for a single course or a single quarter).

Occupancy refers to the actual department occupying the space; Assignment refers to the department who is responsible for the space.

Status

The current state of the building record - or its "status", e.g. Draft, In Progress, Active.

Student Fee Eligible Area

Indicates the area in square feet  of the space, based on the occupancy allocations and OMP codes assigned to them, that is "Student Fee Funding Eligible."

System Condition Index (SCI)

An indicator/benchmark used to indicate the relative physical condition of a facility or building system “independent” of type, construction type, location or cost. The system condition index (SCI) is expressed as a ratio of the cost of remedying existing deficiencies/requirements to the current replacement value i.e., SCI=DM/CRV.

Source: “Asset Lifecycle Model for Total Cost of Ownership, Framework, Glossary and Definitions”, (National Association of State Facilities Administrators, et. al, 2002)

System Group Comment field

This field in the BSII form is a free-form text field that should be used to indicate assets that can be considered as part of the same system and/or are related to each other from an area or space served, or connected to, or can be used to identify multiple structures associated with a single CAAN. This is not a required field, and does not always need to be populated.

For additional information on this field, please go to the ICAMP Standard Naming Conventions and Approach to Create FCA Inspection Items and Opportunities article.

Technical Obsolescence (TO)

Refers to an asset that no longer performs to current standards and expectations; and whose “technology” has been superseded by a more current “technology."

Total Cost of Ownership (TCO)

A strategic asset management practice that considers all costs of operations and maintenance, and other costs, in addition to acquisition costs. TCO, therefore includes the representation of the sum total of the present value of all direct, indirect, recurring and non-recurring costs incurred or estimated to be incurred in the design, development, production, operation, maintenance of a facility/structure/asset over its anticipated lifespan. (Inclusive of site/utilities, new construction, deferred maintenance, preventive/routine maintenance, renovation, compliance, capital renewal, and occupancy costs.) Note:   land values are specifically excluded.

Source: “Asset Lifecycle Model for Total Cost of Ownership, Framework, Glossary and Definitions”, (National Association of State Facilities Administrators, et. al, 2002).

Tririga (TRI)

Tririga is IBM’s real property portfolio enterprise management platform.  It is an integrated work management system that spans the facility lifecycle:  Real Estate, Capital Planning, Construction Projects, Space Management, Operations Management, Facility Condition Assessment Management and Energy and Environmental Management.  It has the capability to support (and integrate) most functionality found in an Enterprise Asset Management system (EAM), a Computerized Maintenance Management System (CMMS), Computer Aided Facilities Management system (CAFM),  and a Real Property Inventory and Asset Management system (RPAM).

UC Facility Inventory Guide (FIG)

The FIG documents the definitions and processes used to inventory facilities (buildings and spaces) across the campuses and outlines a minimum specification required for the annual inventory updates required by UCOP. UC facility inventory standards are based on the National Center for Educational Statistics (NCES) Facilities Inventory and Classification Manual (FICM) and were modified to accommodate UC requirements. The FIG standards support UC’s ability to report facility inventory nationally for tracking and comparison purposes, as well as at the state level.

UC’s Corporate Equipment and Facilities Asset System (EFA)

Is a facilities inventory system that provides information about  buildings and rooms within buildings, and serves as the campuses' official record of existing space. Each year, campuses submit their inventory of facilities to the Office of the President where the data are merged in the Corporate Equipment and Facilities system. This system enables the Office of the President to perform such tasks as development of capital budget proposals, analysis of space needs, and reporting to the State on facilities for the entire University  

Source:  University of California’s Facility Inventory Guide

Urgency Code

When assigning the Urgency rating, consider what the appropriate timeframe should be for when the repair or replacement should be addressed.

For additional information on this field, please go to the ICAMP Standard Naming Conventions and Approach to Create FCA Inspection Items and Opportunities article.

Uniform Building Code

This field is no longer required by UCOP, instead UCOP will begin using Model Building Type.  However, to support the EFA File 71 extract, this field has been configured in Tririga and will store a single space null value.

Unit of Measure (UoM)

The quantity used as a standard of measurement for a given BSI. Each BSI is inventoried in a base unit the asset will be quantified in – its Unit of Measure. UoMs provided by RSMeans and control consistency across FCA. UoMs determine the total quantity inspected and total quantity deficient

Uniformat II (UNI)

Is a format for classifying building elements and related sitework where elements are major components common to most buildings. Elements usually perform a given function, regardless of the designs specification, construction method, or materials used.  The first 2 levels of the Uniformat II classifications are presented in the table to the right: Using UNIFORMAT II ensures consistency in the economic evaluation of building projects over time and from project to project, and it enhances project management and reporting at all stages of the building life cycle—planning, programming, design, construction, operations, and disposal.

A major benefit of performing an economic analysis based on an elemental framework, instead of on a product-based classification, is the reduction in time and costs for evaluating alternatives at the early design stage. This encourages more economic analyses and more economically efficient choices among buildings and building elements. Other UNIFORMAT II benefits include providing a standardized format for collecting and analyzing historical data to use in estimating and budgeting future projects; facilitating communications among members of a project team regarding the scope of work and costs in each discipline. In addition, establishing a database for automated cost estimating will provide an efficient tool for  communicating economic information to decision makers in a quickly understood, concise format that helps them make project decisions.

Source: “Uniformat II Elemental Classification for Building Specifications, Cost Estimating, and Cost Analysis”, (Charette and Marshall, 1999)

Work Phone

If a person is assigned as a contact, their "Work Phone" will be included in the contact detail.

Year Constructed

The year in which the construction of the building was completed, or the year of recordation of the "Notice of Completion of the Contract", when known; if exact year is not known then an estimate is acceptable.

Year of Last Improvement

The year in which the most recent major capital improvement (costing over $250,000) to an existing building or structure was completed.

The data element "Year of Latest Improvement" is used only to update those buildings which are already on the facilities inventory file and for which a major capital improvement project costing over $250,000 would significantly extend the useful life of the structure (e.g., new wing or floor added to an existing building; or renewal or replacement of the building's infrastructure). Do not include renovations to existing rooms undertaken solely for programmatic reasons, which do not extend the life of the structure or infrastructure.

For new buildings which are being added to the facilities inventory file for the first time, use the data element "Year Constructed."

Zip/Postal Code

The zip code of the city where the building is located.