Agency State-Owned and Leased Facility Data Validation Guidance 2

Table of Contents

Agency State-Owned and Leased Facility Data Validation Guidance 2

Overview 2

Florida State Owned Lands and Records Information System (FL-SOLARIS) 2

Owned Facility Data 3

Leased Facility Data 4

Appendix A – Extracting Lease Data from FL-SOLARIS 6

Appendix B – Agency Co-location Plans 8

Agency Co-location Plan Template 8

Appendix C – Current Vacancies in DMS Managed Facilities 11

Appendix D – Current Market Rate by County 12

Appendix E – State-Owned Facility Terms 13

Appendix F – Leased Facility Terms 19

Agency State-Owned and Leased Facility Data Validation Guidance

Overview

Florida Statute requires agencies annually submit the following information with supporting data related to owned and leased space:

·  New/validated data for state-owned and state-occupied facilities (section 216.0152, Florida Statutes)

·  The identification of disposition candidates (subsection 216.0153(3), Florida Statutes)

·  Agency space needs and consolidation plans for leased facilities (paragraph 255.249(3)(d), Florida Statutes).

Data Required / Where / How Updated / Deadline / Facility Type
New/validated information for all state-owned facilities to include:
·  U.S. Postal Service (USPS) Address
·  Map Location
·  Revenue Fields
·  Disposition Candidates / FL-SOLARIS System / By June 30, Annually / Owned
New/validated information for all state-occupied (leased) facilities to include:
·  All leases active as of June 30, 2012
·  Agency Co-location Plan Business Case Analysis / FL-SOLARIS System, Supplemental Data Provided by DMS, and Co-Location Plan Business Case Analysis / By June 30, Annually / Leased

The validation and submission of each agency’s data is important because the data provided is used to prepare summary and planning reports for the Governor and Legislature, including the Master Leasing Report (in accordance with subsection 255.249(3), Florida Statutes), the Strategic Five Year Leasing Plan, the State Facilities Inventory, and an annual Inventory Disposition Report. The information and Co-location Plan will be used to assess, approve, or deny future requested lease actions.

Florida State Owned Lands and Records Information System (FL-SOLARIS)

Section 216.0153, Florida Statutes, directed the Department of Environmental Protection (DEP) to create a comprehensive state-owned real property system. As such, the Florida State Owned Lands and Records Information System (FL-SOLARIS) was developed. This system is comprised of two modules: the Facilities Inventory Tracking System (FITS) and the Lands Information Tracking System (LITS). This year agencies will use the FITS module in FL-SOLARIS to report and review state-owned and state-occupied facility data.

The current version of the FL-SOLARIS FITS User Manual and other information on FITS, including these instructions, are available on the Department of Management Services (DMS) State Facilities Inventory Tracking website at:

http://www.dms.myflorida.com/business_operations/real_estate_development_management/facilities_management/state_facilities_inventory_tracking

The FITS User Guide can be downloaded directly from the following URL:

http://www.dms.myflorida.com/content/download/84321/480711/version/1/file/FITS_UserGuide-v3+0.pdf

Owned Facility Data

Each agency’s owned facility data has been loaded into the FITS module of FL-SOLARIS; however, each agency will have to complete several steps in order to mark each field as validated.

Reporting for Fiscal Year 2011-12

All agencies with state-owned facilities must validate and/or correct all data by June 30, 2012. Included in the data fields for each facility is a new mapping component, where agencies will validate or correct the facility’s USPS address and map location. Agencies will also need to verify all revenue amounts. Please refer to the FL-SOLARIS User Manual for more information on how to complete these steps. For terminology on owned facility data, refer to Appendix E of this document.

Any new or missing facilities must be added to the system to complete the data capture. New facility data will also need to include the entry of revenue information, validation of the USPA address, and the map location. Section 14 – Working with Facilities of the FL-SOLARIS FITS User Manual, on pages 56-63, has more information on adding a new facility.

Subsequent Year Reporting

On July 1 of each year, certain data fields in FITS will automatically reset. These fields capture more dynamic data that changes annually and agencies will be required to re-enter information in these fields each year. All other data recorded for the facilities will carry forward unchanged from one year to the next. Below is a listing of the FL-SOLARIS FITS fields that will reset to default or zero values annually:

1.  Location FTE *

2.  Space that is Leased from the Facility

3.  Total Revenue Generated from Leases

4.  Total Square Footage Leased from the Facility

5.  Parking Revenue *

6.  Utility Costs

7.  Operating Costs

8.  Taxroll Structure Value

9.  Taxroll Land Value

10.  Debt Amount

* The fields above marked with an asterisk are the mandatory fields and will not allow you to complete the record without entering a value.

Identification of Disposition Candidates

Agencies will identify candidates for disposition through FL-SOLARIS. FL-SOLARIS Account Mangers will indicate all candidates in the Facility Action section by setting the dropdown field to “Candidate for Disposition:”

For more information on how to edit facility information, refer to pages 64 – 69 of the FL-SOLARIS FITS User Manual under Section 14 – Working with Facilities.

Leased Facility Data

Active Leases as of June 30, 2012

Section 216.0152, Florida Statutes, directs agencies to annually validate existing lease data and provide any new information that pertains to state-owned or state-occupied (leased) facilities. To facilitate this process for leases, DEP has incorporated data export capability into the FITS module of FL-SOLARIS.

Agency FL-SOLARIS Account Managers can access and download all active leases; however, agencies may have additional leases that are not currently active but will be by June 30, 2012. DMS will provide the future-dated lease information separately for your review. Agency leasing liaison personnel should contact their agency’s FL-SOLARIS Account Manager to obtain access to the system, as well as the ability to extract data through a view only role. If you do not know your agency’s FL-SOLARIS Account Manager, please contact Ron Falkey at DMS by phone at (850) 488-3158 or by e-mail at .

Agencies should review the data for each lease. Any changes should be entered correctly into the cell, and the cell should be marked by changing the cell fill color to yellow. The completed spreadsheet with all highlighted changes should be e-mailed to your DMS lease liaison for comparison with data on file.

For more information on how to download and validate lease information, please see Appendix A of this document.

Agency Space Needs and Co-location Plans

As required by paragraph 255.249(3)(b), Florida Statutes, DMS develops and implements a strategic leasing plan. The strategic leasing plan forecasts space needs for all state agencies and identifies opportunities for reducing costs through consolidation, relocation, reconfiguration, capital investments, and the building or acquisition of state owned space. Statute directs each state agency, by June 30 of each year, to “annually provide to the department all information regarding agency programs affecting the needs for or use of space by that agency, reviews of lease expiration schedules for each geographic area, active and planned full-time equivalent data, business case analyses related to consolidation plans by an agency (Annual Co-location Plan), a telecommuting program, and current occupancy and relocation costs, including the cost of furnishings, fixtures and equipment, data and communications.” Each agency’s submission must provide:

·  clear analysis of the current and future status of your leasing portfolio;

·  the anticipated timing of events to facilitate the co-location recommendation;

·  an outline of all financial costs associated with the recommendation;

·  justification as to why the recommendation is in the best interest of the state; and

·  statute, rules, and regulations that prevent the consolidation of agency programs into the same space.

Agencies will review all lease information by geographic market (county) for leases expiring in the next 48 months (July 1, 2012 through June 30, 2016) or later if it applies to the lease strategy or co-location plan for that region/county. All agency co-location plans should give consideration to the agency’s strategies as outlined in its Long Range Program Plan (LRPP), any Capital Improvement Program (CIP) requests, and any relevant Legislative Budget Requests (LBR).

Leasing and co-location strategies should also give consideration to any changes in the following:

·  an agency’s service delivery model (example: moving to web-based service delivery);

·  clientele, stakeholders, and general public expectations and traffic;

·  staffing levels (including FTE, OPS or contracted staff) at current and future anticipated levels;

·  telecommuting or alternative work program participation;

·  historical basis for site and size selection; and

·  other program changes that impact the need for owned or leased space.

Since the data gathering, report drafting, and market analysis may exceed current agency resources, agencies are encouraged to utilize the services of the state’s three contracted tenant brokers to meet this requirement, should assistance be needed.

DMS has provided a co-location plan template that outlines key areas of information to be included in your submission and to help with the data gathering and analysis. Please see Appendix B of this document for instructions on completing the Co-location Plan Template.

Data Validation Guidance 2 | Page

Appendix A – Extracting Lease Data from FL-SOLARIS

For more information on how to download lease information, please see the FL-SOLARIS FITS User Manual Section V, “Extracting Data from FL-SOLARIS (FITS),” starting on page 96.

FL-SOLARIS Account Managers will need to provide the lease data extract for validation. To begin, login to FL-SOLARIS and navigate to the “Extract Data” module.

Setting Criteria for the Data Extract:

1.  Select the “Subset of Data” radio button

2.  Change the “Select Data Category” to “Facility Lease”

3.  Click “Submit”

Selecting Lease Columns to Include in Extract:

4.  Check the “Select All” box

5.  Scroll to bottom and click “Next”

To extract your agency’s lease data:

6.  Select your agency’s name

7.  Click “Extract”

Save the data file:

8.  Select “Save” (Remember where you save the file!)

Navigate to where the file was saved and open it. A full file should have columns “A” through “BC.” (Please note: not all columns will need to be validated.)

Please Note: Many columns include information that is either system generated or will be used in future enhancements. For example, columns AK through AQ cover facility amenities and columns AR through BA are for services included in the rent and currently are shown as unknown, or “U.” The information for these fields will be populated in a future system enhancement and do not need be validated during this year’s exercise. For a full list of fields that do not require validation please see below.

The following crosswalk will help you navigate which columns to validate:

A / B / C / D / E / F / G / H / I / J
Lease Source / Lease Id / Internal Agency Facility Id / FL-SOLARIS Facility # / Facility Name / Last Upload Date / Lessee Agency / Division Number / Division Name / Bureau
System Generated / Validate / Validate if Applicable / System Generated / Validate if Applicable / System Generated / Validate / SKIP – Future Use Column / SKIP – Future Use Column / SKIP – Future Use Column
K / L / M / N / O / P / Q / R / S / T / U / V / W
Facility Address 1 / Facility Address 2 / Facility State / Facility City / Facility Zip Code / Facility County / Facility Country / Lease Start Date / Lease End Date / Square Footage / Rate Per Sq Ft / Month Rent / Annual Rent
Validate / Validate / Validate / Validate / Validate / Validate / Validate / Validate / Validate / Validate / Validate / Validate / Validate
X / Y / Z / AA / AB / AC / AD / AE / AF / AG / AH / AI
Lessor Name / Lessor Address 1 / Lessor Address 2 / Lessor City / Lessor State / Lessor Zip Code / Lessor Country / Lessor County / Lease Options / Predominant Space Type / Number of Parking Space / FTE
Validate / Validate / Validate / Validate / Validate / Validate / Validate / Validate / Validate / Validate / SKIP – Future Use Column / Validate
AJ / AK / AL / AM / AN / AO / AP / AQ / AR / AS / AT
Legal Description / Parking Structure/Garage / Parking Lot / Show / Locker Room / Exercise / Fitness / Child Care / Food Services / Dining / Break Room / Janitorial / Energy Utilities / Other Utilities
SKIP – Future Use Column / SKIP – Future Use Column / SKIP – Future Use Column / SKIP – Future Use Column / SKIP – Future Use Column / SKIP – Future Use Column / SKIP – Future Use Column / SKIP – Future Use Column / SKIP – Future Use Column / SKIP – Future Use Column / SKIP – Future Use Column
AU / AV / AW / AX / AY / AZ / BA / BB / BC
Grounds Keeping / Building Maintenance / Telecom/Data Connectivity / Parking / Tenant Required Changes/Improvements / Others / Other Service Description / Last Update Date / Extracted Date
SKIP – Future Use Column / SKIP – Future Use Column / SKIP – Future Use Column / SKIP – Future Use Column / SKIP – Future Use Column / SKIP – Future Use Column / SKIP – Future Use Column / System Generated / System Generated

Appendix A 7 | Page

Appendix B – Agency Co-location Plans

Agency Co-location Plan Template

The Agency Co-location Plan will assess all leases expiring in the next 48 months (between July 1, 2012 and June 30, 2016 or later if applicable) by county. The data source for analysis can be downloaded from FL-SOLARIS (see Appendix A). Executed leases that have not reached their start date will be sent separately by DMS to the agency.

The Co-location Plan Template consists of three parts: County Summary, Co-location Business Case Analysis, and Co-location Cost-Benefit Analysis. The development of the Co-location Business Case Analysis may take considerable time if an agency has many active leases in a single county or when business operations are changing. Agencies are encouraged to maximize their resources by utilizing the services of the state’s three contracted tenant brokers to assist in meeting the deadline of June 30, 2012.

County Summary

The purpose of the County Summary is to show all agency leases within a particular county, identify co-location candidates, and group the leases together by future co-located site. The County Summary sheet should be completed for all counties, regardless of the number of leases. If the county has only one lease, agencies should indicate if this single lease could be co-located with an adjoining county and include all other information for this one lease on the summary sheet.