Federal Real Property Profile Management System (FRPP MS) – FY 2017 Data Submission Training


>>HELLO AND WELCOME TO THE FEDERAL REAL PROPERTY
PROFILE MANAGEMENT SYSTEM. DATA SUBMISSION PROCESS
TRAINING SESSION. THANK YOU FOR TAKING THE
TIME TO LEARN WITH US. AS YOU MAY BE AWARE THE FRPP
MANAGEMENT SYSTEM WAS CREATED TO CENTRALIZE INFORMATION
AND PROMOTE THE EFFICIENT AND ECONOMICAL USE OF THE FEDERAL GOVERNMENT’S
REAL PROPERTY ASSETS. AS YOU CAN SEE HERE ON THE
SCREEN WE ARE REQUIRED BY LAW, AN EXECUTIVE ORDER, TO SUBMIT
AND COLLECT THIS DATA ANNUALLY. AS A REMINDER ALL OF YOUR
SUBMISSIONS FOR FISCAL YEAR, 2017 WILL BE DUE BY
DECEMBER 15, 2017. FOR THOSE OF YOU REVIEWING
THIS RECORDING IF YOU WOULD LIKE A COPY OF THE PRESENTATION THAT I USE DURING THIS SESSION
PLEASE CONTACT CHRIS CONEENEY, THE FRPP MS APPLICATION OWNER. LASTLY BEFORE WE BEGIN
I WOULD LIKE TO NOTE THAT DURING THE DEMONSTRATION
PORTIONS OF THIS SESSION I WILL BE
UTILIZING A TRAINING SANDBOX ENVIRONMENT, SPECIFICALLY
MEANT FOR THIS PURPOSE. PLEASE BE AWARE THAT THE
FISCAL YEAR ROLLOVER HAS NOT YET OCCURRED ON THIS SYSTEM. AS WELL, YOU WILL SEE FISCAL
YEAR 2016 DATA ALTHOUGH THE REPORTING REQUIREMENTS ARE
CONSISTENT WITH 2017 STANDARDS. THANK YOU AGAIN FOR JOINING
AND LET’S GET STARTED. TODAY’S TRAINING OBJECTIVES ARE
BROKEN UP INTO TWO SECTIONS. FISCAL YEAR BUSINESS
RULE UPDATES AND DATA SUBMISSION TASK. OVER ALL BY THE END OF
THIS TRAINING WE EXPECT THAT YOU WILL BE ABLE TO IDENTIFY THE FISCAL YEAR
2017 BUSINESS RULE UPDATES, LOCATE THE FRPP MANAGEMENT
SYSTEM DATA DICTIONARY, MODIFY, ADD AND REMOVE A
SINGULAR ASSET RECORD THROUGH THE USER INTERFACE. MODIFY, ADD AND REMOVE MULTIPLE
ASSETS RECORDS USING XML, RECOGNIZE AND APPLY
TROUBLE SHOOTING STRATEGIES TO MITIGATE POTENTIAL
DATA SUBMISSION ERRORS, CONDUCT AN ADMINISTRATIVE
SEARCH FOR USERS. PERFORM AN ADMINISTRATIVE
ASSETS INVENTORY CLEARANCE AND CONTACT TECHNICAL
SUPPORT AS ISSUES ARISE. TO HELP YOU ACCOMPLISH THESE
DATA TRAINING OBJECTIVES WE WILL COVER THE TOPICS LISTED HERE. I WILL START OFF THE TRAINING
BY PROVIDING A BRIEF UPDATE ON THE FISCAL YEAR
2017 BUSINESS RULES. NEXT, I WILL REVIEW THE
VARIOUS SYSTEM USER ROLES THAT MAY BE ASSIGNED
TO YOUR ACCOUNT AS THERE WAS A SEPARATION
OF DUTIES WHEN SUBMITTING, REVIEWING AND VALIDATING
YOUR DATA. THEN I WILL DISCUSS
THE DIFFERENT WAYS THAT USERS CAN ACCESS
THE PLATFORM. FOR THE SAKE OF TIME WE HAVE
INCLUDED AN APPENDIX AT THE END OF THE PRESENTATION BEING USED WHERE YOU CAN REVIEW
SOME INFORMATION ON BASIC ACCOUNT MAINTENANCE
SUCH AS RESETTING YOUR PASSWORD. AFTER THAT I WILL REVIEW AND DEMONSTRATE THE TWO
METHODS AVAILABLE FOR YOU TO SUBMIT ASSET INFORMATION
INTO THE SYSTEM. THE FIRST METHOD IS TO
MANUALLY ADD INDIVIDUAL ASSETS THROUGH THE USER
INTERFACE AND WEB FORUM. THE SECOND METHOD IS TO
UPLOAD MULTIPLE RECORDS THROUGH THE USE OF XML FILES. ALONG WITH THESE METHODS
I WILL COVER HOW TO MODIFY AND DELETE RECORDS AND REVIEW
THE INCLUDED ERROR REPORTS TO ASSIST YOU WITH
TROUBLE SHOOTING. NEXT I WILL SHOW YOU
HOW TO SEARCH FOR ASSETS AND DISCUSS VARIOUS
SUMMARY REPORTS THAT WILL BE USEFUL
TO ASSIST YOU. AS YOU GO THROUGH
THE DATA SUBMISSION AND CONFIRMATION PROCESS. THERE ARE A FEW ADMINISTRATIVE
FUNCTIONS THAT AGENCY ADMINISTRATORS
SHOULD BE AWARE OF AND WE’LL COVER THOSE
TOWARD THE END. AND LASTLY WE WANT TO BE
SURE THAT EVERYONE KNOWS HOW TO CONTACT THE HELP DESK IN
CASE THAT YOU ENCOUNTER ISSUES AS YOU USE THE SYSTEM
OR HAVE ANY QUESTIONS. FIRST LET US START
REVIEWING SOME OF THE IMPORTANT FISCAL YEAR
2017 BUSINESS RULE UPDATES. I WOULD LIKE TO BRING YOUR
ATTENTION IN PARTICULAR TO THE NEW DATA ELEMENTS
DISPLAYED ON THIS AND THE NEXT SLIDE. THESE ALSO CAN BE FOUND IN
THE FRPP MS DATA DICTIONARY AND WILL BE HIGHLIGHTED
FOR YOUR CONVENIENCE. PLEASE USE THIS PRESENTATION OR
THE DATA DICTIONARY AS A POINT OF REFERENCE FOR
THE NEW ELEMENTS. AS I PROCEED INTO THE
DEMONSTRATION PORTION I WILL REVIEW WHERE THESE APPEAR
IN THE SYSTEM AS WELL. [ SILENCE ] HERE ARE THE CONTINUED LISTS
OF THE NEW DATA ELEMENTS. IN THE CASE YOU ARE NOT AWARE
YOU CAN FIND THE UPDATED DICTIONARY AT
WWW.GSA.GOV/DATADICTIONARY. I WILL REMIND YOU A COUPLE OF TIMES THROUGHOUT
THE PRESENTATION WHERE YOU CAN FIND IT, IN THE PRESENTATION YOU CAN
USE THE LINK HERE AS WELL. [ SILENCE ] OKAY, NEXT I WILL REVIEW
THE SYSTEM USER ROLES AND LOGIN PROCESS. NOW THERE ARE NINE DIFFERENT
USER ROLES IN THE SYSTEM THAT YOU SHOULD BE AWARE OF. IT IS IMPORTANT TO KNOW THE
DIFFERENCE BETWEEN THESE ROLES BECAUSE IT WILL HELP
YOU UNDERSTAND WHAT YOUR RESPONSIBILITIES ARE. IT IS IMPORTANT TO NOTE THAT
ROLES ARE TYPICALLY ASSIGNED AT EITHER THE AGENCY
OR BUREAU LEVEL. AS INDICATED IN THE
ACCESS ROLE NAME. ALSO AS YOU SEE IN
THE NOTE AT THE BOTTOM OF THE SLIDE AGENCY LEVEL
USER ROLES HAVE ACCESS TO ALL OF THE ASSETS FOR THE AGENCY, WHILE BUREAU LEVEL USER
ROLES ONLY HAVE ACCESS THROUGH THE BUREAU
WITHIN THE AGENCY TO WHICH THEY ARE ASSIGNED. STARTING AT THE TOP WE HAVE THE
DATA SUBMISSIONS/STAGE USERS FOR BOTH THE AGENCY
AND BUREAU LEVEL. INDIVIDUALS WITH THESE ROLES
CAN SUBMIT DATA IN BULK FOR THEIR ASSIGNED AGENCY
OR BUREAU VIA AN XML FILE. THEY CAN ONLY ATTACH
VALIDATE AND CORRECT DATA THAT WAS STAGED USING
AN XML FILE. STAGING MEANS THAT THEY CAN
SET UP THE FILE TO BE UPLOADED AND THE SYSTEM WILL VERIFY
AND VALIDATE THE INFORMATION. ONCE THE INFORMATION IS
VALIDATED THE AGENCY ADMINS UPLOADS THE INFORMATION
INTO THE SYSTEM. WE WILL SEE THIS SHORTLY AS
WE REVIEW A PROCESS DIAGRAM. THE WRITE USERS FOR
BOTH THE AGENCY AND BUREAU LEVEL CAN UPLOAD
THE DATA FROM THE XML FILE AFTER THE DATA SUBMISSION/STAGE
USER ATTACHES, VERIFIES AND VALIDATES IT. WRITE USERS AT BOTH LEVELS ALSO
CAN COMPLETE ANY MANUAL DATA ENTRY IN THE SYSTEM AS WELL
AS MANUALLY EDIT ASSET RECORDS THAT ARE ALREADY LISTED IN
AGENCIES OR BUREAU INVENTORY. NOW LASTLY AS WE SEE HERE, THE
AGENCY ADMINISTRATOR CAN VIEW, EDIT AND DELETE DATA FOR
HIS OR HER ASSIGNED AGENCY. IN ESSENCE A USER WITH THIS
ROLE CAN DO EVERYTHING MENTIONED ABOVE AND CAN BE
RESPONSIBLE FOR UPLOADING AND SUBMITTING THE DATA. THESE USERS ARE THE
ONES RESPONSIBLE FOR COMPLETING THE
DATA SUBMISSION PROCESS FOR THE FISCAL YEAR. FOR THE SAKE OF THE TRAINING WE
WILL BE FOCUSING ON THE TASKS, FEATURES AND FUNCTIONS
AVAILABLE TO THESE ROLES. HOWEVER, THERE ARE
FOUR REMAINING ROLES OF WHICH YOU SHOULD BE AWARE. THERE ALSO IS THE FRPP MS
SYSTEM ADMINISTRATOR ROLE. THIS ROLE CAN ACCESS AND
REVIEW ANY DATA FOR ANY AGENCY OR BUREAU AND IS LIMITED
TO GSA PROGRAM STAFF AND CONTRACTORS SUPPORTING
THE SYSTEM. THE READ ONLY USERS
FOR BOTH THE AGENCY AND BUREAU LEVEL HAVE
ACCESS TO VIEW INFORMATION FOR THEIR ASSIGNED
AGENCY OR BUREAU. THE USERS CANNOT
SUBMIT OR EDIT ANY DATA, THESE USERS ARE TYPICALLY
MANAGERS WITH A NEED TO SEE INFORMATION ON
THE ASSETS AT THE AGENCY OR BUREAU LEVEL ONCE THE
DATA HAS BEEN SUBMITTED AND VALIDATED. THERE MAIN ROLE IS TO
PERFORM AND ASSET SEARCH WHICH WE WILL REVIEW
DURING TODAY’S SESSION. LASTLY THERE’S [INAUDIBLE] DATA
ANOMALY USER WHICH HAS ACCESS TO THE DATA ANOMALY REPORT AND THE ANOMALY VALIDATION
AND VERIFICATION TAB. AS WE GET TO THE DEMONSTRATION
PORTION I WILL REMIND YOU WHERE YOU CAN SEE WHICH
ROLES HAVE BEEN ASSIGNED TO YOUR ACCOUNT. NOW THAT YOU HAVE A
BETTER UNDERSTANDING OF THIS SYSTEM USER ROLES, I’D
LIKE TO REVIEW THE SYSTEM LOG IN PAGE AND THEN DISCUSS
THE THREE METHODS AVAILABLE TO ACCESS THE SYSTEM. THE SITE IS LOCATED AT
WWW.REALPROPERTYPROFILE.GOV. AND THE LOGIN PAGE IS BROKEN
UP INTO FOUR MAIN SECTIONS. UP HERE ON THE TOP LEFT WE
SEE THE ABOUT FRPP MS AREA. AND A BRIEF STATEMENT
OF THE SYSTEM’S PURPOSE. THE SUMMARY REPORT SECTION AT
THE BOTTOM LEFT PROVIDES ACCESS TO SUMMARY REPORTS
IN PDF FORMAT. THE RESOURCES AND CONTACT AREA AT THE BOTTOM MIDDLE PROVIDES
ACCESS TO HELPFUL LINKS RELATED TO USE OF THE PLATFORM AND
IMPORTANT CONTACT INFORMATION. LASTLY AT THE FAR RIGHT THE LOG IN FORM PROVIDES THREE
WAYS TO ACCESS THE SYSTEM. WE WILL NOW REVIEW THE LOG
IN FORM A BIT MORE CLOSELY. AS YOU CAN SEE FROM THE SCREEN
SHOT THERE ARE THREE WAYS TO LOG INTO FRPP MS. USING
OMB MAX AUTHENTICATION, USING YOUR FRPP MS
USER NAME AND PASSWORD AND SUBSEQUENTLY A CODE. AND FOR GSA STAFF ONLY USING
YOUR GSA SSO CREDENTIALS. DUE TO UPDATED IT SECURITY
REQUIREMENTS THE FRPP MS LOG IN PROCESS USES THE TWO FACTOR
AUTHENTICATION FOR EACH PROCESS. AS AN EXAMPLE SHOWN HERE ON THE RIGHT IS THE SECOND
FACTOR SCREEN USERS WILL ENCOUNTER AFTER ENTERING THEIR
FRPP MS USER NAME AND PASSWORD. UPON EACH LOG IN ATTEMPT WITH THIS METHOD USERS
WILL RECEIVE AN EMAIL WHICH CONTAINS A CODE
TO ENTER AT THIS STEP. ONCE ENTERED USERS CAN
CLICK THE NEXT BUTTON AND ACCESS THE FRPP MS HOME TAB. IN THE CASE YOU DO NOT
HAVE OMB MAX AUTHENTICATION AND NEED MORE INFORMATION
ON HOW TO REGISTER. PLEASE USE THE URL
PROVIDED IN THE APPENDIX OF THIS PRESENTATION OR
SHOWN HERE ON THE SLIDE. AS A REMINDER AS WITH OTHER
SYSTEMS YOUR FRPP MS PASSWORDS WILL NEED TO BE RESET
EVERY 90 DAYS. IN THE CASE THAT YOU FORGET
YOUR PASSWORD WE HAVE INCLUDED INSTRUCTION IN APPENDIX A OF THIS PRESENTATION
ON HOW TO RESET. AND ONCE IN THE SYSTEM YOU ARE
THEN ABLE TO PERFORM YOUR WORK. AS I MENTIONED EARLIER
THERE ARE TWO MAIN WAYS TO SUBMIT YOUR DATA
IN THE SYSTEM. ONE YOU CAN ENTER
INDIVIDUAL RECORDS BY COMPLETING THE WEB
FORM IN THE SYSTEM AND TWO YOU CAN SUBMIT MULTIPLE
RECORDS THROUGH CREATING AND UPLOADING XML FILES. FOR AGENCIES OR BUREAUS WITH ONLY A FEW PROPERTIES
WE SUGGEST ADDING AND UPDATING INDIVIDUAL
ASSETS THROUGH THE WEB FORUM. FOR LARGER AGENCIES WITH MANY
PROPERTIES WE RECOMMEND USING THE XML TEMPLATE AND
BULK SUBMISSION PROCESS. I NOW WILL BEGIN WITH AN
OVERVIEW AND DEMONSTRATION OF THE INDIVIDUAL PROPERTY
SUBMISSION, MODIFICATION AND REMOVAL PROCESSES. NOW THIS SLIDE CONTAINS A
HIGH LEVEL PROCESS DIAGRAM OF THE INDIVIDUAL PROPERTY
RECORD SUBMISSION, MODIFICATION AND DELETION PROCESSES. FIRST AT THE BEGINNING OF
EACH NEW PHYSICAL YEAR THE GSA CONDUCTS A FISCAL YEAR
ROLL OVER PROCESS. THIS MEANS THAT THEY COPY
ALL OF THE EXISTING ASSETS FROM THE PREVIOUS YEAR AND
SAVE THEM IN THE APPLICATION. SO THAT AGENCIES DO NOT
NEED TO START FROM SCRATCH. THEN THE AGENCY OR BUREAU
WRITE USERS HAVE TWO OPTIONS. THEY CAN EITHER MANUALLY
LOCATE THE EXISTING ASSETS IN THE APPLICATION, UPDATE THE
ASSETS AS NEEDED, PARTICULARLY TO COMPLY WITH ANY NEW BUSINESS
RULES AND SAVE THE CHANGES. THE SYSTEM WILL THEN RUN REPORTS
AGAINST CURRENT BUSINESS RULES. ALTERNATIVELY, RATHER THAN UPDATING THE EXISTING
ASSETS THEY CAN INDIVIDUALLY REMOVE THE EXISTING ONES
AND ADD NEW RECORDS. SIMILAR TO THE UPDATE
PROCESS THEY WOULD ENTER THE INFORMATION, SAVE THE
ASSETS AND THEN THE REPORTS AND VALIDATION PROCESS
CAN BEGIN. AFTER EITHER OPTION IS COMPLETED
THE AGENCY ADMINISTRATOR WILL BE RESPONSIBLE FOR RUNNING REPORTS AND CONFIRMING THE DATA
IS ACCURATE AND COMPLETE. NOW AS YOU SAW IN THE PROCESS
DIAGRAM, ONE OF THE WAYS TO SUBMIT INFORMATION IS
TO UPDATE EXISTING RECORDS AFTER THE FISCAL YEAR ROLLOVER
PROCESS HAS BEEN COMPLETED. YOU WILL NOTICE THAT THE STEPS TO MODIFY AN EXISTING RECORD
WILL BE SIMILAR TO THE STEPS TO DELETE A RECORD, AS SUCH I
HAVE INCLUDED THAT HERE AS WELL. TO UPDATE AN EXISTING
ASSET RECORD AGENCY OR BUREAU WRITE USERS OR AGENCY
ADMINISTRATORS CAN FOLLOW THESE STEPS. FIRST AFTER LOGIN YOU WOULD
SELECT THE ASSET SEARCH TAB. ON THE ASSET SEARCH PAGE BE SURE TO SELECT THE CORRECT
FISCAL YEAR. THE CORRECT FISCAL YEAR IS
TYPICALLY THE DEFAULT SETTING. AS A REMINDER FOR TRAINING
PURPOSES THE SCREEN SHOTS DENOTES 2016. IN THE PRODUCTION
SYSTEM YOU ARE NOT ABLE TO EDIT PREVIOUS
FISCAL YEAR DATA. NEXT SELECT YOUR
CORRESPONDING REPORTING AGENCY AND RELEVANT REPORTING BUREAU. THEN USING THE OPTIONS ON THE SCREEN SELECT ANY
ADDITIONAL SEARCH OPTIONS TO FILTER YOUR RESULTS. ON STEP 5 AS SHOWN HERE SELECT
THE ASSET DETAILED REPORT OPTION IN THE REPORT FIELD
AND THEN CLICK SEARCH. CONTINUING ON, IN STEP 6 ON THE RESULTS SCREEN YOU
WOULD THEN SCROLL DOWN AND LOCATE THE FRPP ASSET ID OF
THE RECORDS YOU NEED TO UPDATE. CLICK THE ASSET ID TO ACCESS
THE ASSET RECORD PAGE. ON THE ASSET RECORD PAGE
YOU WILL SEE THE EDIT DONE AND DELETE BUTTONS ON THE TOP
MIDDLE PORTION OF THE PAGE AS SHOWN HERE IN STEP 7. CLICK THE EDIT BUTTON,
TO ENTER EDIT MODE AND MAKE ANY NECESSARY UPDATES. IF YOU NEED TO REMOVE THE RECORD FROM THE CURRENT PHYSICAL YEAR
INVENTORY THEN YOU WOULD SELECT THE DELETE BUTTON. AND ONCE YOU’VE MADE THE
DESIRED UPDATES BASED ON THE CURRENT FISCAL YEAR
INVENTORY THEN YOU WOULD SELECT THE DELETE BUTTON. AND ONCE YOU’VE MADE THE
DESIRED UPDATES BASED ON THE CURRENT FISCAL
YEAR BUSINESS RULES, SELECT THE SAVE BUTTON,
AS SHOWN HERE IN STEP 8. YOU CAN CLICK CANCEL TO DISCARD
WHATEVER CHANGES YOU JUST MADE OR YOU CAN SELECT A RESET BUTTON WHICH WILL WIPE THE ENTIRE
RECORD CLEAN SO YOU CAN START FROM SCRATCH, IF
THAT WAS NEEDED. NOW IF YOU HAVE NEW ASSETS
THAT WERE NOT INCLUDED IN THE PREVIOUS FISCAL YEAR
OR YOU HAVE DECIDED TO START FROM SCRATCH AND ENTER
INDIVIDUAL RECORDS TO THE WEB FORUM, YOU WILL NEED
TO CREATE A NEW ASSET RECORD. IN ORDER TO ADD A NEW ASSET
TO AGENCY OR BUREAU WRITE USER AS WELL AS AN AGENCY
ADMINISTRATOR WOULD SELECT THE ADD ASSET TAB AS
PICTURED IN STEP ONE. ONCE THE ADD ASSET SCREEN
AS PICTURED IN STEP 2, YOU CAN ENTER ALL OF THE
REQUIRED AND OPTIONAL DATA. PLEASE NOTE THAT A RED
BAR ON THE LEFT HAND SIDE OF A FIELD EMBEDDED
IS A REQUIRED FIELD. ALSO KEEP IN MIND
THAT AS YOU ENTER DATA INTO THE REQUIRED FIELD OTHER
CORRESPONDING FIELDS MAY BECOME REQUIRED AS WELL. FOR EXAMPLE, IF YOU SET
THE REAL PROPERTY TYPE TO BUILDING THEN THE SQUARE
FOOTAGE FIELD BECOMES MANDATORY. I ALSO WANT TO BRING TO YOUR
ATTENTION THE NEW LAW FIELD ADDITION SECTION. THESE ARE THE NEW DATA ELEMENTS WHICH WE’VE BRIEFLY REVIEWED
EARLIER AND THAT WILL NEED TO BE ENTERED OR UPDATED
FOR FISCAL YEAR 2017. AS A BEST PRACTICE PLEASE
USE THE DATA DICTIONARY TO HELP YOU UNDERSTAND WHAT
FIELDS REQUIRE ALPHA NUMERIC OR JUST NUMERIC DATA. AS WELL AS TO ASSIST YOU IN FOLLOWING THE CURRENT
FISCAL YEAR BUSINESS RULES. AFTER ENTERING ALL OF THE
DATA YOU SHOULD DOUBLE CHECK THAT EVERY REQUIRED
FIELD IS FILLED IN. YOU MAY THEN SELECT THE SAVE
BUTTON LOCATED AT THE TOP RIGHT AND BOTTOM RIGHT CORNERS. IF THERE ARE ANY ERRORS IN THE
FORM OR THRESHOLD WARNING A LIST OF SPECIFIC FIELDS THAT
NEED TO BE UPDATED IN ORDER TO BE COMPLIANT WILL
BE PROVIDED AT THE TOP OF THE FORM IN RED TEXT. IF YOU DO NOT UNDERSTAND
THE ERRORS FOR WHAT YOU NEED TO FIX THE DATA DICTIONARY
WILL BE A USEFUL REFERENCE FOR YOU TO UTILIZE. IN THE CASE YOU NEED MORE HELP
YOU CAN SURELY CONTACT THE HELP DESK. AFTER CORRECTING THE ERRORS
YOU WOULD CLICK THE SAVE BUTTON ONCE AGAIN. THE ASSET WILL THEN
BECOME PART OF THE AGENCY OR BUREAU’S INVENTORY FOR
THE CURRENT FISCAL YEAR. IF YOU WANT TO ADD ANOTHER ASSET
YOU WOULD REPEAT THESE STEPS. SELECT THE ADD ASSET TAB
AGAIN, FILL OUT THE WEB FORM AND CLICK SAVE, EASY AS 1, 2, 3. NOW I WILL DEMONSTRATE HOW
TO PERFORM AND ASSET SEARCH TO UPDATE AN EXISTING
ASSET RECORD. AS WELL AS HOW TO ADD AND
DELETE A SINGLE ASSET RECORD. GIVE ME ONE MOMENT TO
SWITCH OVER TO THE PLATFORM. AS A REMINDER AGAIN, I’M
LOGGING INTO A TRAINING SANDBOX AND I’M LOGGED IN AS
AN ADMINISTRATIVE USER SO I MAY SEE A FEW
MORE AREAS OR TABS THAT YOU MAY NOT
NORMALLY HAVE ACCESS TO. SO, FIRST WE’LL BEGIN WITH
FINDING AN EXISTING ASSET. SO AS WE REVIEWED, WE WILL COME TO THE ASSET SEARCH
TAB, PARDON ME. OKAY, TYPICALLY WE WOULD BE
ON THE CURRENT FISCAL YEAR, FOR TRAINING PURPOSES, I
WILL KEEP THIS AT 2016. YOU WOULD THEN SELECT
YOUR REPORTING AGENCY AND REPORTING BUREAU. AND YOU’RE GOING TO SELECT
THE USING ORGANIZATION AGENCY AS WELL AND LIMIT MY RESULT AS
WELL AS THE REAL PROPERTY TYPE AND THE LEGAL INTEREST. NOW AGAIN FOR TODAY’S
PURPOSE I’M GOING TO PRETEND THAT I’M LOOKING FOR A
PARTICULAR RECORD TO UPDATE OF WHICH I KNOW THE REAL
PROPERTY UNIQUE IDENTIFIER. AND JUST TO MAKE SURE MY RESULTS
COME BACK A LITTLE BIT MORE QUICKLY I’M GOING TO FILTER
MY SEARCH A LITTLE BIT MORE WITH THE COUNTRY,
STATES AND CITY. [ SILENCE ] AND THEN ONCE I’M READY I CAN
CLICK THE SEARCH BUTTON IN ORDER TO BRING BACK MY RESULTS. OKAY, SO THEN AS WE REVIEWED,
AGAIN I WANT TO SCROLL DOWN THE RESULTS SCREEN. IN THIS CASE I HAVE ONE FRPP
ASSET ID LISTED BUT IN THE CASE IF YOU HAVE MULTIPLE
ONES YOU WOULD GO AHEAD AND LOCATE THE RECORD OF
WHICH YOU WANT TO UPDATE. AND THEN GO AHEAD AND
CLICK THE ID LINK. THIS WILL THEN TAKE YOU
TO THE ASSET RECORD PAGE. SORT OF SCROLL DOWN BRIEFLY
SO YOU CAN SEE THE FULL PAGE, COME BACK UP AND IN ORDER TO
UPDATE I’M GOING TO GO AHEAD AND SELECT THE EDIT BUTTON. [ SILENCE ] OKAY, SO ALSO AGAIN
WHILE YOU WANT TO POINT OUT AS YOU SAW THE SCREEN
SHOT, THE NEW FIELDS HERE AND THE NEW LAW FIELDS
ADDITIONS. THIS INFORMATION HAS
ALREADY BEEN UPDATED, I’M GOING TO GO AHEAD AND JUST
FOR TRAINING PURPOSES PRETEND THAT PERHAPS SOME OF OUR COSTS
AND VALUES HAVE ADJUSTED. WE’LL KIND OF JUST MAKE
SOME MINOR UPDATES HERE AND THEN GO AHEAD
AND CLICK SAVE. [ SILENCE ] OKAY, BEST PRACTICE IS THAT
MAYBE WE WANT TO ALSO COME BACK UP AND REVIEW THE INFORMATION. MAKE SURE ALL THE REQUIRED
FIELDS ARE FILLED OUT AND THEN WE CAN SAVE
THAT RECORD. [ SILENCE ] OKAY, WE’LL FOR TRAINING
PURPOSES WE’LL GO AHEAD AND PRETEND THAT
THAT SAVED THROUGH AS IN THE TRAINING SANDBOX
OCCASIONALLY WE RUN INTO ERRORS. BUT IF YOU’LL JUST FOLLOW ALONG
THAT PROCESS IN PRODUCTION. ALL RIGHT, NOW PRETENDING
THAT WE HAD A NEW RECORD TO GO AHEAD AND UPDATE. WE WOULD USE THE ADD ASSETS TAB, AS REVIEWED IN OUR STEPS WE’RE
GOING TO GO AHEAD AND ENTER IN OUR REPORTING AGENCY. FOR TODAY’S PURPOSE I’LL USE THE
GENERAL SERVICES ADMINISTRATION FOR BOTH THE AGENCY AND BUREAU. THEN I’M GOING TO FILL OUT
THE REQUIRED FIELDS HERE FOR TIME’S SAKE. [ SILENCE ] OKAY, USING ORGANIZATION AGENCY, I’LL TAKE COMMERCE
FOR AN EXAMPLE. AND THEN ECONOMIC
AFFAIRS FOR OUR BUREAU. STATUS AND FUTURE MISSION NEED. OKAY, NOW FOR LEASE
AUTHORITY INDICATOR I’M GOING TO SELECT SOMETHING THAT
IS NO CORRECT ON PURPOSE SO YOU CAN SEE HOW THE
ERRORS COME THROUGH. I’LL CHOOSE SPECIAL
PURPOSE SPACE FOR NOW AND THEN CHOOSE THE
COMFORT STATION AND WE’LL DO OUR
LEASE WILL EXPIRE. ABOUT A YEAR OUT IN THE FUTURE. [ SILENCE ] OKAY AND THEN CONTINUING
ON FILLING OUT THE CARD FIELDS HERE. [ SILENCE ] IT’S GOING TO BE IN THE U.S. AND
IT’S IN THE STATE OF VIRGINIA. [ SILENCE ] OKAY AND THE LAST
TWO FIELDS HERE. AS YOU’LL NOTICE I DON’T HAVE
TO PUT IN ANY DOLLAR SIGNS FOR THE COST FIELD
IT WILL BE PUT IN AUTOMATICALLY
AS WELL AS COMMAS. JUST WHOLE NUMBER THERE AND
THEN WE CAN SAVE THAT RECORD. SO COMING UP TO THE TOP IF YOU
DON’T SEE ANYTHING HAS HAPPENED THAT TYPICALLY MEANS THERE’S
AN ERROR AND I MENTIONED THAT I WOULD BE SELECTING
SOMETHING INCORRECTLY ON PURPOSE. SO HERE WE’RE GOING TO
GO BACK TO MAKING SURE THAT OUR LEASE AUTHORITY
INDICATOR IS CATEGORICAL SPACE. DOUBLE CHECK THAT WE HAVE ALL
THE REQUIRED FIELDS, CLICK SAVE. [ SILENCE ] AND THEN OUR RECORD IS SAVED. OKAY, SO THAT WAS HOW TO UPDATE
AN EXISTING RECORD AS WELL AS HOW TO ADD NEW AND
IN THE CASE YOU WANT TO REMOVE A RECORD I WOULD
COME IN AND DO A SEARCH AS WE DID EARLIER WHEN WE WERE
UPDATING AN EXISTING RECORD. REMEMBER THAT IT’S
SIMILAR PROCESS, YOU’LL COME TO THE ASSET
SEARCH AND GO AHEAD AND SELECT OUR REPORTING
AGENCY AND BUREAU. AND I’M JUST GOING TO FOR
TODAY’S SAKE GO AHEAD AND LOOK FOR THE ITEM THAT
I JUST CREATED. [ SILENCE ] SO THEN WE GET OUR RESULTS AND SIMILAR AGAIN,
THE UPDATE PROCESS. WE’RE GOING TO SCROLL DOWN
AND LOOK FOR THE ASSET ID THAT WE WANT TO REMOVE. PUT THAT ID THAT COMES IN
A RECORD PAGE AND INSTEAD OF CLICKING THE EDIT BUTTON AS
WE DID BEFORE WE CAN GO AHEAD AND CLICK THE DELETE BUTTON. NOW YOU WILL GET A REMINDER FROM THE SYSTEM MAKING SURE
THAT’S THIS IS WHAT YOU’D LIKE TO DO. IN MY CASE I DO SO
I WANT TO CLICK OKAY AND THIS WILL REMOVE THE
RECORD FROM THE INVENTORY. [ SILENCE ] OKAY, SO NOW LET ME RETURN
TO THE PRESENTATION NOW THAT I DEMONSTRATED
THOSE THREE PROCESSES. [ SILENCE ] AND NEXT WE WILL DISCUSS HOW TO
SUBMIT THE DATA VIA AN XML FILE. AS I MENTIONED BEFORE SUBMITTING
X AMOUNT OF FILES IS VERY USEFUL FOR AGENCIES OR BUREAUS WITH
LARGE NUMBERS OF PROPERTIES. AS IT WOULD BE QUICKER
AND LESS LABORIOUS. THE XML SCHEMAS AND
TEMPLATES USED TO SUBMIT, UPDATE AND DELETE ASSET
RECORDS CAN BE FOUND IN THE DATA DICTIONARY. AS WELL AS ON THE HOME PAGE
OF THE FRPP MANAGEMENT SYSTEM. NOW AS WITH THE INDIVIDUAL
PROCESS I’D LIKE TO GO AHEAD AND REVIEW THE OVERALL
PROCESS BEFORE WE BEGIN TO REVIEW THE STEPS ON HOW TO
UPLOAD THE XML FILES AND REVIEW AND VALIDATE THE INFORMATION. SO HERE WE SEE A HIGH LEVEL
PROCESS DIAGRAM AND ONCE AGAIN AT THE BEGINNING OF EACH FISCAL
YEAR THE GSA WILL COPY ALL OF THE EXISTING ASSETS FROM
THE PREVIOUS FISCAL YEAR. AND SAVE THEM IN THE APPLICATION
TO THE CURRENT FISCAL YEAR. SO AGAIN, AGENCIES DO NOT
HAVE TO START FROM SCRATCH. NOW THE AGENCY OR BUREAU
DATE OF SUBMISSION USERS AND THE AGENCY ADMIN USERS NEED
TO DECIDE A DELETION STRATEGY. WE WILL DISCUSS THESE OPTIONS
NEXT IN A BIT MORE DETAIL BUT AS AN EXAMPLE AN AGENCY
ADMINISTRATOR CAN PERFORM WHAT’S KNOWN AS AN INVENTORY CLEARANCE TO REMOVE ALL CURRENT
FISCAL YEAR ASSETS RECORDS. AND THEN CAN SUBMIT
VIA AN XML FILE. THE DATA SUBMISSION USER WILL
THEN CREATE AN ATTACHED AN UPDATED XML FILE WHICH IS THEN
STAGED AN VALIDATE BY THE SYSTEM AGAINST THE CURRENT
BUSINESS RULES. THERE ARE VALUE SUPPORTS
THAT THE SYSTEM WILL GENERATE TO LET THE USER KNOW IF
THERE ARE ERRORS IN THE DATA AS WE CONTINUE WE WILL DISCUSS
THE REPORTS IN GREATER DETAIL. IF ERRORS EXIST THE USER WILL
THEN NEED TO CORRECT THE DATA OR POSSIBLY REMOVE AND
REATTACH THE XML FILE. AFTER ALL ERRORS ARE CORRECTED
AS INDICATED IN STEP 6, THE AGENCY ADMINISTRATOR USER
WOULD UPLOAD THE FILE THEREBY UPDATING THE AGENCIES INVENTORY
FOR THE CURRENT FISCAL YEAR. AFTER THAT THE AGENCY
ADMINISTRATOR USER WILL CONFIRM THE PROCESS HAS BEEN COMPLETED. THAT BASICALLY MEANS THAT
THERE WILL BE NO MORE UPDATES FOR THE RELATED AGENCY FOR
THAT CURRENT FISCAL YEAR. NOW AS YOU SAW IN THE
PREVIOUS PROCESS OVERVIEW AND IMPORTANT STEP IS
FOR AGENCIES AND BUREAUS TO DECIDE UPON A DELETION
STRATEGY BEFORE UPLOADING AN XML FILE. THERE ARE DIFFERENT DELETION
OPTIONS AVAILABLE TO HELP IN DETERMINING A STRATEGY
FOR YOUR AGENCY OR BUREAU. THE FIRST OPTION IS TO
INDIVIDUALLY DELETE RECORDS FROM YOUR AGENCY’S OR BUREAU’S
INVENTORY WHICH IS DONE THROUGH THE ASSET SEARCH
AS I JUST DEMONSTRATED. THE SECOND OPTION IS TO
DELETE BATCHES OF RECORDS FROM YOUR AGENCY’S
INVENTORY USING XML FILES WITH A DELETE ACTION ATTRIBUTE. WE WILL DISCUSS THIS
MORE IN DEPTH SHORTLY. LASTLY THE AGENCY ADMIN USER
CAN PERFORM WHAT’S KNOWN AS AN INVENTORY CLEARANCE. [ SILENCE ] THIS IS AN AUTOMATED PROCESS
WHERE ALL ASSET RECORDS IN THE CURRENT FISCAL YEAR
INVENTORY FOR AN AGENCY OR BUREAU CAN BE REMOVED. ONCE THE OPERATION IS COMPLETED
THE AGENCY ADMINISTRATOR USER WILL RECEIVE AN EMAIL
NOTIFICATION. WE’LL COVER THIS PROCESS A BIT
LATER DURING AN ADMINISTRATOR FUNCTION SECTION. AS A REMINDER THE XML
TEMPLATE THAT YOU’LL BE USING TO SUBMIT YOUR DATA IS
AVAILABLE IN THE APPENDIX A OF THE DATA DICTIONARY. WHICH CAN BE FOUND BY CLICKING
ON THE HYDRO LINK HERE OR AGAIN ON THE APPLICATION HOME PAGE. YOU ALSO CAN FIND THE DOCUMENT
ZIP FILE WHICH IS LOCATED ON THE HOME TAB UNDER THE
DOCUMENT LIBRARY SECTION. ON THE LEFT HERE ON THE
SCREEN WE SEE A SAMPLE SNIPPET OF THE XML TEMPLATE. TAKE NOTE OF THE FIRST
LEVEL OF THE XML FILE WHERE YOU WILL FIND
THE ACTION ATTRIBUTE, AGENCY CODE AND FISCAL YEAR. THE ACTION ATTRIBUTE TELLS THE
SYSTEM WHAT TO DO WITH THE FILE AND THERE ARE THREE
OPTIONS WHICH NEED TO BE USED INDEPENDENTLY. ADD WHICH MEANS TO
ADD NEW ASSETS. MODIFY WHICH MEANS YOU ARE
UPDATING EXISTING ASSETS AND DELETE WHICH
WILL REMOVE ASSETS. IT IS IMPORTANT TO REMEMBER
THAT YOU ARE NOT ABLE TO MIX AND MATCH THE ACTION
ATTRIBUTES THROUGHOUT THE FILE, MEANING YOU CANNOT ADD AN
ASSET WITHIN THE SAME FILE IN WHICH ARE TRYING
TO DELETE AN ASSET. YOU WILL NEED SEPARATE XML
FILES FOR ONE ACTION TO COMPLETE ON ONE OR MORE ASSET RECORDS. WE JUST BRIEFLY DISCUSSED
THE CREATION OF THE XML FILE AND NOW WE’LL COVER
STEP 5 MORE CLOSELY. IN PARTICULAR, HOW TO STAGE
AN XML FILE IN THE SYSTEM AND REVIEW SOME OF THE
RELATED ERROR REPORTS. TO ATTACH AND SAVE
AN XML FILE, TO ADD, MODIFY OR DELETE ASSET RECORDS
ADD DATE OF SUBMISSION USER OR AN AGENCY ADMINISTRATOR
WOULD SELECT THE DATE OF SUBMISSION TAB AT THE TOP OF THE LEFT HAND
CORNER OF THE SCREEN. AS INDICATED HERE IN STEP ONE. NEXT, YOU WOULD SELECT THE
AGENCY FOR WHICH YOU WOULD LIKE TO ATTACH THE FILE. AND THEN CLICK THE
ATTACH FILE BUTTON. PLEASE KEEP YOUR FILE SIZE
TO 50 MEGABYTES OR LESS. IF THE FILE SIZE EXCEEDS THIS
LIMIT PLEASE SEPARATE THE DATA INTO SEPARATE FILES. FOR INSTANCE YOU MIGHT
SEPARATE THE REAL PROPERTY TYPE IF NEEDED. YOU WILL NOTICE AFTER
SELECTING A CORRESPONDING AGENCY PREVIOUSLY UPLOADED FILES
AND ANY RELATED REPORTS AS THE SCREEN REFRESHES. AFTER YOU HAVE CLICKED THE
ATTACH FILE BUTTON YOU WILL BE BROUGHT TO A NEW PAGE TO
LOCATE AND ATTACH THE XML FILE. FROM HERE YOU WILL CLICK ON THE
CHOOSE FILE BUTTON AND BROWSE THROUGH YOUR COMPUTER AND
FIND THE FILE YOU WOULD LIKE TO ATTACH. ONCE THE FILE IS SELECTED
AND IT APPEARS ON THE SCREEN, CLICK THE ATTACH FILE BUTTON. YOU CAN SELECT MULTIPLE FILES
IF YOU WISH, FOR INSTANCE IF YOU’RE PERFORMING
MORE THAN ONE ACTION, FINALLY CLICK THE DONE BUTTON
ONCE YOU’VE ATTACHED ALL THE FILES YOU WOULD LIKE TO ATTACH. YOU WILL THEN RETURN BACK
TO THE DATA SUBMISSION PAGE. ONCE A FILE IS SUBMITTED THE
SYSTEM WILL BEGIN TO PROCESS AND VALIDATE THE INFORMATION. ON THE DATA SUBMISSION SCREEN
THERE WILL BE 9 DIFFERENT FILE STATUS TO BE AWARE OF AFTER
SUBMITTING AN XML FILE. HERE WE SEE THE 7 EXISTING ONES AND I’LL REVIEW THE TWO
NEW ONES ON THE NEXT SLIDE. AN INVALID STATUS MEANS THAT
THE FILE HAS ERRORS IN IT AND THE DATA BUSINESS
RULES HAVE FAILED. THESE ERRORS NEED TO BE
CORRECT BY THE AGENCY ADMIN OR THE DATA SUBMISSION USER. YOU CAN CORRECT THEM
DIRECTLY IN THE SYSTEM BY RUNNING AN ERROR REPORT WHICH WE WILL DISCUSS
IN A FEW MOMENTS. IF YOU CORRECT THE FILE
OUTSIDE OF THE SYSTEM SUCH AS ON YOUR COMPUTER YOU WILL NEED TO REMOVE THE ORIGINAL
FILE ATTACHED TO THE NEW ONE TO BE VALIDATED. A VALID STATUS MEANS THAT
THERE ARE NO ERRORS IN THE FILE AND THE AGENCY ADMINISTRATOR
CAN SELECT THE UPLOAD BUTTON AND THE RECORDS WILL BE ADDED TO
THE INVENTORY FOR THAT AGENCY. UPLOADED, WHEN YOU SEE AN
UPLOADED STATUS THIS INDICATES THAT THE AGENCY ADMINISTRATOR
HAS ALREADY SELECTED TO UPLOAD THE VALID FILE. AS SUCH THE DATA WITHIN
THE FILE WILL BE REFLECTED IN THE CURRENT INVENTORY. A REMOVE EARLY LOAD STATUS MEANS
THAT A FILE IS PREVIOUSLY SHOWN AS INVALID OR INVALID XML FILES
FROM A PREVIOUS FISCAL YEAR. IT ALSO COULD BE THE CASE
WHERE THE FILE HAD BEEN TAGGED AS VALID FROM THE PREVIOUS
FISCAL YEAR BUT IT NEEDS TO BE UPDATED TO REFLECT THE
CURRENT FISCAL YEAR OR REMOVED. IN THIS CASE REMOVE THE FILE
AND REATTACH IT FOR VALIDATION. [ SILENCE ] A FISCAL YEAR VALIDATION
SALES STATUS WILL APPEAR AT THE FISCAL YEAR
VALIDATION [INAUDIBLE] SALES, THIS MEANS THAT THE FISCAL
YEAR HASN’T BEEN UPDATED SINCE THE FILE HAS BEEN
UPLOADED IN THE SYSTEM AND THE ASSOCIATED
RECORDS WILL HAVE ERRORS. A DELETE PROCESS STATUS MEANS
AN INVALID FILE WAS ATTACHED AND IT ALSO HAS A
DELETE ATTRIBUTE THAT WE MENTIONED EARLIER. THIS MEANS THAT THE DELETE
ACTION WAS IMMEDIATELY PROCESSED AND ALL THE RECORDS WERE REMOVED FOR THE AGENCY’S
CURRENT FISCAL YEAR. THIS IS MORE OF A
NOTIFICATION STATUS AND LESS OF AN ERROR STATUS. AN INVALID XML FILE STATUS
MEANS THAT THE XML FILE THAT WAS UPLOADED DID NOT HAVE
THE CURRENT XML FORMAT OR SCHEMA AND THE SYSTEM COULD NOT
PROPERLY READ THE FILE. THIS COULD MEAN THAT THERE
ARE TYPOS OR UNWANTED SPACES. TO RECTIFY YOU’LL HAVE TO
REMOVE THE ORIGINAL FILE, UPDATE THE XML SCHEMA IN
THE XML FILE AND REATTACH IT SO IT CAN BE VALIDATED
ONCE AGAIN. THE TWO NEW STATUSES
THAT YOU MAY SEE ON THE DATA SUBMISSION PAGE FOR
XML FILES ARE VERIFY THRESHOLD AND DROP ASSETS IDENTIFIED. A VERIFY THRESHOLD STATUS MEANS THAT THE ATTACHED FILE CONTAINS
A FIELD VALUE THAT FALLS OUTSIDE OF THE ALLOWED THRESHOLD. PLEASE VERIFY THE ACCURACY
OR CORRECT THE DATA BY USING THE VERIFY
THRESHOLD ERROR REPORT. ONCE CONFIRMED OR FIXED XML
VALIDATION PROCESS RESUMES. A DROP ASSET IDENTIFIED
STATUS MEANS THAT THE ATTACHED FILE
CONTAINS AN EXPECTED ERROR WITH THE XML FILE AND THE SYSTEM
DOESN’T KNOW HOW TO PROCESS. AN EMAIL WILL BE SENT TO
THE TECHNICAL SUPPORT TEAM AND TO THE INDIVIDUAL
WHO UPLOADED THE FILE. PLEASE CEASE ACTIVITY
ON THIS FILE UNTIL YOU RECEIVE RESOLUTION
STEPS FROM THE SUPPORT TEAM. NOW RETURNING BACK TO OUR
PROCESS WHERE WE WERE TAKEN BACK TO THE DATA SUBMISSION PAGE AFTER UPLOADING AN XML FILE
YOU WOULD SELECT YOUR AGENCY FROM THE DROP DOWN
LIST TO DISPLAY ALL OF THE SAVED XML FILES ALONG
WITH THE RELATED STATUS AND REPORTS TO HELP RECTIFY
ANY ERRORS IDENTIFIED. DEPENDING ON THE STATUS THAT
YOU RECEIVE AS PICTURED HERE IN STEP 7, WE HAVE A
FEW RECOMMENDATIONS. IF THE STATUS IS
REMOVE AND RELOAD, FISCAL YEAR VALIDATION FAILED OR INVALID XML FILE REMOVE
THE XML FILE AND REATTACH AFTER MAKING CORRECTION. IF THE STATUS IS
VERIFY THRESHOLD, USE THE THRESHOLD
WARNING REPORT TO FIX. IF THE STATUS IS INVALID USE ONE
OF THE FOLLOWING ERROR REPORTS TO MANUALLY FIX THE ERROR. VALIDATION SUMMARY REPORT,
DETAILED ERROR REPORT OR THE DATA CORRECTION REPORT. AND LASTLY IF THE STATUS IS
DROPPED ASSETS IDENTIFIED, PLEASE AWAIT AN EMAIL FROM THE
SUPPORT TEAM BEFORE PROCEEDING. NOW ONCE THE FILE IS FREE
OF ERRORS YOU WILL NEED TO NOTIFY YOUR AGENCY
ADMIN SO HE OR SHE CAN THEN SELECT
THE UPLOAD BUTTON WITHIN THE UPLOAD COLUMN
AS WE SEE HERE IN STEP 8. THIS CAN ONLY HAPPEN
ONCE THE STATUS IN COLUMN SHOWN IN
STEP 7 IS VALID. SO WE’VE MADE SOME
RECOMMENDATIONS ON SOME OF THE ERROR REPORTS THAT
YOU CAN UTILIZE BASED ON THE STATUSES THEY
YOU HAVE RECEIVED. SO NOW I’D LIKE TO
REVIEW THE ERROR REPORTS THAT I RECENTLY NAMED. ONE OF THE FIRST
REPORTS TO WATCH OUT FOR IS THE THRESHOLD
WARNINGS REPORT. WHICH WILL APPEAR AGAIN IF YOU RECEIVE THE STATUS
OF VERIFY THRESHOLDS. THIS REPORT WILL
DISPLAY THE ASSETS WHICH HAVE EXCEEDED THE VALUE
THRESHOLD SET BY THE GSA IN COMPARISON TO THE
PREVIOUS FISCAL YEAR. ONCE IN THE REPORT YOU
CAN SELECT AN ASSERT ID TO ACCESS THE ABSENT
RECORD IN QUESTION. YOU WILL NEED TO
FIX ANY ERRORS FIRST AS THE SYSTEM WILL CONTINUE
TO RUN VALIDATION CHECKS UNTIL ERRORS ARE FIXED. OR THE NEW VALUES ARE CONFIRMED. TO FIX ERRORS ONCE ON THE ASSET
RECORD PAGE YOU WOULD CLICK THE EDIT BUTTON, UPDATE THE
NECESSARY INFORMATION AND CLICK SAVE AS WE HAD
DEMONSTRATED EARLIER. SHOULD ALL VALUES BE ACCURATE
YOU CAN CLICK THE CURRENT YEAR DATA CORRECT BUTTON BELOW
THE ASSETS IN QUESTION. ONCE YOU HAVE FIXED ALL ERRORS
YOU CAN THEN VALIDATE ANY FIELD WHICH ARE ACCURATE USING THE
CURRENT FISCAL YEAR DATA ACCESS. AND THEN SAVE THE ASSET RECORD. ANOTHER REPORT IS THE
VALIDATION SUMMARY REPORT. THIS REPORT WILL DISPLAY A
SUMMARY OF THE VALIDATION AND NUMBER OF ERRORS BY
ASSET TYPE SUCH AS LAND, BUILDINGS AND STRUCTURE. THE MAIN PURPOSE OF THE
VALIDATION SUMMARY REPORT IS TO SHOW THE AGENCY
ADMINISTRATOR AND DATE OF SUBMISSION USERS HOW
MANY RECORDS ARE CONTAINED IN THE FILE ALONG WITH
THE TOTAL NUMBER OF ERRORS FOR THE DIFFERENT ASSET TYPES. THESE USERS CAN USE THE
DETAIL ERROR REPORT, LINK OR DATA CORRECTION
LINK TOWARDS THE BOTTOM TO RETRIEVE MORE INFORMATION
AND RECTIFY THE ERRORS WITHIN THE SYSTEM
ITSELF IF THEY CHOOSE. AS AN ALTERNATIVE THE XML
FILE CAN BE UPDATED OFFLINE AND ATTACHED ONCE
AGAIN FOR VALIDATION. IF SO PLEASE REMOVE THE EXISTING
FILE BEFORE ATTACHING THE NEW FILE. THE NEXT TYPE OF REPORT IS
THE DETAILED ERROR REPORT. THIS REPORT DISPLAYS
ALL THE ERRORS IN THE FILE DATA ELEMENT LEVEL. DATA SUBMISSION USERS OR AGENCY
ADMINISTRATORS CAN SELECT ONE OF THE UNIQUE FRPP ASSET ID’S
IDENTIFIED IN THE REPORT. TO OPEN A SAVED RECORD AND THEN
CORRECT THE ERRORS DIRECTLY IN THE FILE. AS USERS OPEN UP A RECORD
THEY WILL HAVE THE OPTION TO CLICK THE EDIT BUTTON AND UPDATE WHAT IS
MISSING OR INVALID. SIMILAR TO AN EXISTING
RECORD MODIFICATION PROCESS. AFTER MAKING THE APPROPRIATE
EDIT YOU WOULD CLICK THE SAVE BUTTON TO UPDATE THE
RECORD AND THEN RETURN TO THE DATA SUBMISSION
TAB TO SEE IF THE FILE STATUS
HAS CHANGED TO VALID. [ SILENCE ] LASTLY THE DATA CORRECTION
REPORT ESSENTIALLY HAS THE SAME FUNCTIONALITY AS THE
DETAILED ERROR REPORT BUT ALL OF THE ERRORS FOR THE
ATTACHED FILE ARE DISPLAYED AT AN ASSET LEVEL. AND NOT AT THE DATA
ELEMENT LEVEL. THE BENEFIT OF VIEWING
ERRORS AT THE ASSET LEVEL VERSUS THE DATA ELEMENT LEVEL. IS THAT IT SHOWS THE
LEVEL OF MAGNITUDE WHICH MAY AFFECT HOW AN AGENCY
DECIDES TO MAKE CORRECTIONS. SO IF YOU DECIDE TO MAKE
CORRECTIONS IN THE SYSTEM, ALL THE INSTRUCTIONS WE REVIEWED
FOR THE DETAILED ERROR REPORT. ALTERNATIVELY YOU
CAN MAKE CORRECTIONS IN THE XML FILE OFFLINE. REMOVE THE ORIGINAL
FILE FROM THE SYSTEM AND REATTACH THE NEW
ONE TO BE VALIDATED. [ BACKGROUND NOISE ] AS WE MOVE FORWARD IN THE
PROCESS ONCE THE XML FILE OR FILES ARE FREE OF ERRORS AND HAVE A VALID
STATUS YOU WILL NEED TO NOTIFY YOUR AGENCY
ADMINISTRATOR SO HE OR SHE CAN UPLOAD THE FILES. I WILL NOW DEMONSTRATE HOW
TO ATTACH AN XML FILE AS WELL AS HIGHLIGHT WHERE TO
LOCATE THE FILE STATUS AND RELATED REPORTS
IN THIS SYSTEM. ONCE AGAIN GIVE ME
A BRIEF MOMENT TO SWITCH OVER TO THE PLATFORM. I’LL STILL BE LOGGED IN WITH
THE ADMINISTRATOR USER I USED EARLIER INTO THE
TRAINING SANDBOX. SO AS WE REVIEWED IN ORDER TO
UPLOAD AN XML FILE WE’RE GOING TO NEED TO COME TO THE
DATA SUBMISSION TAB. AND THEN WE’LL SELECT
OUR AGENCY. AND THEN CLICK THE
ATTACH FILE BUTTON. BUT BEFORE I DO I
WANTED TO SHOW YOU THERE WITH THE SCREEN REFRESHED
YOU SEE THAT THE CURRENTLY
STAGED FILES GET LISTED AND THEN I CAN SEE THE
STATUS HERE AS WELL AS THE RELATED REPORTS
THAT I JUST REVIEWED. OKAY AND AS YOU CAN SEE WITH
THIS PARTICULAR FILE IS READY TO BE UPLOADED THEN BY
THE AGENCY ADMINISTRATOR. LET ME SHOW YOU FIRST HOW TO
UPLOAD YOUR OWN XML FILES. ONCE I CLICK THE ATTACHED
FILE BUTTON AND BROUGHT TO A NEW SCREEN WHERE I CAN
GO AHEAD AND CLICK CHOOSE FILE TO SEARCH MY COMPUTER. I WILL SELECT THE
ONE FILE I USED FOR TODAY’S TRAINING PURPOSE, AGAIN IF YOU NEED MORE
FILES YOU’LL GO AHEAD AND ATTACH THE FILE FIRST. MAKE SURE THAT GETS
LISTED ON THE SCREEN AND THEN YOU CAN CHOOSE
AN ADDITIONAL FILE. I’M GOING TO GO AHEAD
AND PRETEND THAT THOSE ARE ALL THE FILES
I WANT TO UPLOAD FOR NOW AND THEN I’LL CLICK
THE DONE BUTTON. WE’RE GOING TO GIVE A
REMINDER, DEPENDING ON HOW LARGE OR HOW MUCH INFORMATION IS IN YOUR FILE IT MIGHT TAKE A
FEW MOMENTS FOR THE UPDATES AND STATUSES AND
REPORTS TO APPEAR. BUT I CAN TYPICALLY COME BACK
TO THE DATA SUBMISSION TAB TO THE AGENCY TO WHICH
I’VE UPLOADED THE FILE. OKAY AND THEN YOU CAN SEE
THE PROCESS OF THE FILE THAT YOU’VE UPLOADED
AND THEN THE STATUS. SO THE CURRENT ONE THAT’S
I’VE UPLOADED IS NOW STILL IN PROGRESS, I COULD COMPACT
PERHAPS ONCE I GET NOTIFIED BY EMAIL AS I MENTIONED
WHEN IT’S READY AND RETURN TO THE SCREEN. BUT YOU CAN SEE A COUPLE OF THE
STATUSES THAT I’VE REVIEWED. HERE INVALID, HERE YOUR
DROPPED ASSET IDENTIFIED AND THEN THE VALID ONE AND THEN
TO DO WRITE YOU SEE THE LINKS TO THE REPORT IN
WHICH YOU CAN GO AHEAD AND GLEAN MORE INFORMATION
AS WELL AS RECTIFY SOME OF THE ERRORS THAT
HAVE BEEN IDENTIFIED. HERE IS THE NEW VERIFY
THRESHOLD STATUS WITH THE NEW THRESHOLDS
WARNINGS REPORT. AND FOR TODAY’S PURPOSE I’M
NOT GOING TO BE CLICKING INTO THE REPORT AS
OUR SYSTEM HERE AS A TRAINING SANDBOX
IS NOT CONNECTED TO A NECESSARY THIRD PARTY
BUT I WANTED TO MAKE SURE THAT YOU WERE ABLE TO
SEE AT LEAST WHERE TO GO AND YOU CAN USE OUR PRESENTATION
AS A REVIEW OF THE STEPS TO FOLLOW DEPENDING ON
YOUR STATUS AND THE REPORTS THAT YOU GET PROVIDED. NOW THAT I’VE DEMONSTRATED HOW TO UPLOAD AN XML FILE I WILL
COME BACK INTO THE PRESENTATION AND WE’LL MOVE FORWARD. OKAY, SO HERE WE
NOW IN THE PROCESS THAT WE’VE BEEN REVIEWING,
STEP 7 WHICH IS FOR THE AGENCY ADMINISTRATOR TO RUN REPORTS AND
CONFIRM THE DATA. OKAY WE’RE GOING TO PRETEND
THAT WE HAD SEEN VALID STATUS ON OUR FILES AND THE AGENCY
ADMINISTRATOR HAS ALREADY UPLOADED THE FILE
INTO THE SYSTEM. SO THE LAST STEP IS FOR
THE AGENCY ADMINISTRATOR IS TO GO AHEAD AND RUN SOME REPORTS
THAT I’LL SHOW YOU BRIEFLY AND THEN HIT WHAT’S KNOWN
AS THE CONFIRM BUTTON ON THE DATA SUBMISSION TAB. IN ORDER TO INDICATE
THAT THE PROCESS FOR THE AGENCY IS COMPLETE. OKAY SO YOU’LL SEE
HERE THE SECOND SECTION WITHIN THE DATA SUBMISSION
TAB, IS THE REPORTS AND CONFIRM DATA SECTION. THIS SECTION ALLOWS
THE APPROPRIATE USERS TO REVIEW INFORMATION THAT
WAS UPDATED FOR AN AGENCY. THIS INCLUDES BOTH XML FILES
THAT WERE SUBMITTED AS WELL AS ANY INDIVIDUAL ASSET
RECORDS THAT WERE ADDED THROUGH THE WEB FORUM. OKAY, OR PERHAPS UPDATED. NOW AS YOU CAN SEE HERE THERE
ARE 7 REPORTS AVAILABLE. THE AGENCY ADMINISTRATORS ARE
STRONGLY ENCOURAGED TO RUN ALL OF THE REPORTS AS AN ACCURACY
CHECK ONCE THE FILES HAVE BEEN UPLOADED. OR ALL OF THE BUREAUS OR
SUB AGENCIES HAVE INDICATED THAT THEIR PROCESS IS COMPLETE. WHILE DATA SUBMISSION USERS AND AGENCY ADMINS CAN RUN THESE
REPORTS THE AGENCY ADMINISTRATOR WILL BE THE ONLY USER WOULD
BE ABLE TO CONFIRM THE DATA IN THE SYSTEM AS WE SEE HERE
WITH THE CONFIRM BUTTON. ONCE THE AGENCY ADMINISTRATOR
SELECTS THE CONFIRM BUTTON AND ZERO ERRORS OCCUR THEN
THE DATA SUBMISSION PROCESS FOR AN AGENCY OR BUREAU
WILL BE CONSIDERED COMPLETE FOR THE CURRENT FISCAL YEAR. [ SILENCE ] SO NOW LET’S REVIEW ASSETS
SEARCHES A LITTLE BIT IN MORE DETAIL. HERE WE SEE A LIST OF
THE DIFFERENT REPORTS THAT ARE AVAILABLE TO
GENERATE ON THE SYSTEM. THE IMPORTANT THING TO TAKE
AWAY FROM THIS SLIDE IS THAT THE ACTIVE STAGING
REPORT IS ACCEPTABLE ONLY TO THE DATA SUBMISSION USERS
AND THE AGENCY ADMINISTRATORS. THE REMAINING REPORTS ARE ONLY
ACCEPTABLE BY THE WRITE USERS AND THE AGENCY ADMINISTRATORS. AS YOU MIGHT REMEMBER EARLIER
AN ORDER TO PERFORM A SEARCH FOR A PARTICULAR ASSET
A DATA SUBMISSION USER OR AGENCY ADMIN WOULD SELECT
THAT ASSET SEARCH TAB. ONCE THE PAGE LOADS YOU WOULD
SELECT THE DESIRED CRITERIA TO FILTER AND NARROW
DOWN YOUR SEARCH. AND YOU’RE NOT REQUIRED
TO CHOOSE AN OPTION FROM EACH CATEGORY, THE
ONLY REQUIRED FIELD IS THE REPORT TYPE. IN THE REPORT FIELD
PICTURED HERE IN STEP 3 IS WHERE YOU WILL FIND
THE DIFFERENT TYPES OF REPORTS TO CHOOSE FROM. AFTER YOU’VE FINISHED
MAKING YOUR SELECTION CLICK ON THE SEARCH BUTTON AT
THE TOP RIGHT HAND CORNER TO GENERATE THE REPORT. NOW UNLIKE WHAT I SHOWED
EARLIER, YOU DO HAVE THE ABILITY TO GO AHEAD AND PRINT THIS
REPORT OR HAVE A PERSONAL COPY ON YOUR COMPUTER’S HARD DRIVE. IF THIS IS SOMETHING YOU’D
LIKE TO DO YOU CAN GO AHEAD AND CHOSE THE PRINTABLE VIEW
BUTTON FROM THE REPORT PAGE. WHEN YOU SELECT THE PRINTABLE
VIEW BUTTON THE SYSTEM GIVES YOU THE OPTION TO SAVE IT AS AN
EXCEL FILE TO YOUR COMPUTER. CHOOSE A LOCATION ON YOUR
COMPUTER AND SELECT SAVE, THIS OPERATION WILL
MAINTAIN THE INTEGRITY OF THE REPORT FORMAT
BASED ON THE CRITERIA USED TO GENERATE THE REPORT. YOU WILL SEE THAT THERE IS
AN EXPORT OPTION AS WELL, HOWEVER THIS WILL BE A RAW DUMP
OF A DATA INTO AN EXCEL FILE. THUS WE RECOMMEND
THE PRINTABLE VIEW FOR BETTER VIEWING AND SHARING. NOW ALONG THE LINE OF
REPORTS WE UNDERSTAND THAT SOME USERS ARE TRYING
TO CREATE NEW REPORTS, WE HIGHLY ENCOURAGE THAT
USE OF THE EXISTING REPORTS THAT HAVE BEEN SET
UP IN THE SYSTEM THROUGH THE ASSET SEARCH
TAB THAT WE JUST REVIEWED. IF YOU’D LIKE TO CREATE YOUR OWN
REPORTS THOUGH THERE ARE A FEW IMPORTANT STEPS TO
REMEMBER WHEN DOING SO. FIRST YOU WANT TO BE SURE YOU
SELECT THE FRPP UNDERSCORE ASSET REPORT TYPE. THEN WHEN ON THE NEW REPORT
PAGE PLEASE ADD THESE FILTERS TO ENSURE YOU’RE GETTING THE
BEST AND MOST ACCURATE RESULTS. FISCAL YEAR SHOULD EQUAL
THE CURRENT FISCAL YEAR. ASSET RECORD TYPE WOULD
BE SET TO UPLOADED AND ACTIVE WOULD BE
SET EQUAL TO TRUE. I’M GOING TO GO AHEAD AND
DEMONSTRATE HOW TO GO AHEAD AND GENERATE A REPORT AS
WELL AS HOW TO DOWNLOAD AND THEN I’LL ALSO REMIND YOU
OF THE IMPORTANT CONSIDERATIONS IN CREATING A NEW REPORT. WE’LL COME BACK TO THE SYSTEM
AND WE’LL COME BACK TO THE HOME WHERE WE’VE JUST LOGGED IN AND
ONCE AGAIN WE’RE GOING TO COME TO THE ASSET SEARCH TAB. FOR TODAY’S PURPOSE I’M GOING TO CREATE A LIMITED SEARCH
USING THE GSA AS MY EXAMPLE. [ SILENCE ] AND LET’S SEE IF — [ SILENCE ] WE CAN GET SOME RESULTS
IN [INAUDIBLE]. [ SILENCE ] OKAY SO WE DID GET
ONE RESULT DEPENDING ON HOW LIMITED YOUR SEARCH
RESULTS HAVE BEEN FILTERED OR HOW MANY CRITERIA YOU’VE
SELECTED TO FILTER YOUR SEARCH. IT WILL DEPEND ON HOW MANY
RECORDS YOU HAVE ACCESS TO. YOU ALSO WILL ONLY BE ABLE TO
ACCESS THE BUREAU OR AGENCY TO WHICH YOU ARE ASSIGNED
AND THE RELATED INFORMATION. SO AS I NOTED EARLIER, OKAY
UNLIKE WHAT WE DID EARLIER WHICH WAS TO GO INTO THE
PARTICULAR ASSET RECORD PAGE. HERE I WANT TO REMAIN ON THE
REPORT PAGE AND THE SCREEN SHOT, WE’RE GOING TO GO AHEAD
SELECT THAT PRINCIPLE VIEW. SO I’M USING CHROME AND IT DOWNLOADED
AUTOMATICALLY DEPENDING ON THE BROWSER YOU ARE
USING IT MIGHT PROMPT YOU TO SAVE AS I NOTED EARLIER. BUT HERE I’LL OPEN UP
THE [INAUDIBLE] FILE FOR YOU TO QUICKLY VIEW. AND SO YOU CAN SEE
IT TELLS US WHAT TYPE OF REPORT HAS BEEN
GENERATED AND BY WHOM. AS WELL AS THE FILTERS
THAT HAVE BEEN APPLIED, AND THEN YOUR RESULTS. OKAY, BUT MINE IS A LITTLE
LIMITED IN TERMS OF THE NUMBER OF RESULTS BUT YOURS CAN VARY. AS YOU CAN SEE HERE THE
FORMAT WAS MAINTAINED AND ALL OF THE INFORMATION
KEPT IN THE ORDER IN WHICH WE SAW WITHIN
THE SYSTEM. [ SILENCE ] OKAY SO THAT’S TYPICALLY
SOMETHING THE WE RECOMMEND VERSUS THE EXPORT DETAILS
THAT YOU CAN SURELY WORK WITH THIS PERSON AND SEE
WHAT WORKS BEST FOR YOU. NOW AS WE NOTED EARLIER ALSO
SOME INDIVIDUALS ARE CREATING NEW REPORTS. AND WHEN IT COMES TO THE
REPORTS TAB IN ORDER TO DO THAT. AND WHEN I CLICK ON A NEW REPORT
BUTTON HERE THE FIRST REMINDER THAT WE TALKED ABOUT
WAS TO MAKE SURE THAT YOU’RE UTILIZING THE
FRPP UNDERSCORE ASSET TYPE. SO I STARTED TYPING THAT
HERE, IT LIMITS THE ITEMS THAT I CAN GO AHEAD
AND SELECT FROM. I’M GOING TO CLICK ON THE FRPP
ASSET TYPE AND THEN SCROLL DOWN HERE TO CLICK CREATE. NOW ONCE YOU BEGIN TO GO
AHEAD AND BUILD THE REPORT, AGAIN YOU WANT TO GO AHEAD AND ADD THE FILTER
THAT I NOTED EARLIER. YOU CLICK THE ADD FILTER BUTTON
HERE AND THEN BEGIN TO TYPE IN THE ELEMENTS THAT
WE’RE LOOKING FOR. SO FISCAL YEAR, AGAIN WE WANT IT
EQUAL TO THE CURRENT FISCAL YEAR AND YOUR PRODUCTION SYSTEM,
THE MOST LIKELY HAVE 2017 YEAR FOR THE TRAINING PURPOSES
I USE WHAT’S IN THE SYSTEM. OUR SECOND FILTER WE WANT TO
ADD IS THE ASSET RECORD TYPE. OKAY IT’S GOING TO BE
SET EQUAL TO UPLOADED. [ SILENCE ] THIS WILL MEAN THAT EVERYTHING
HAS BEEN VALIDATED AND UPLOADED BY THE ADMINISTRATOR THAT WOULD
BE COMING THROUGH ON THE REPORTS AND THEN LASTLY WE WANT ACTIVE, THEN SELECT THAT
ELEMENT EQUAL TO TRUE. OKAY, AND THEN YOU CAN SEE THAT FRPP [INAUDIBLE]IS A FIELD
THAT’S ALREADY THERE WE CAN THEN LOOK AT WHAT FIELDS WE ALSO
WANT WITHIN OUR REPORTS. [ SILENCE ] OKAY SO I CAN JUST DRAG
A COUPLE OF THEM JUST TO SHOW YOU IT’S A DRAG
AND DROP ENVIRONMENT. AND IN CASE WE WANT TO
REORDER AS WELL WE CAN DO THAT. [ SILENCE ] OKAY SO ONCE YOU’VE GOTTEN ALL
OF YOUR FIELDS THAT YOU WOULD LIKE TO VIEW AND
IN THE ORDER YOU’D LIKE TO VIEW THEM YOU CAN REPORT AND IN AN EPISODE EARLY YOU
CAN TAKE AN OFFLINE COPY FOR YOUR RECORDS. OR IF YOU WOULD LIKE TO
MODIFY FURTHER WITHIN EXCEL. [ SILENCE ] OKAY, I’M GOING TO GO AHEAD AND
RETURN BACK TO THE PRESENTATION AND ONE OF OUR LAST
SECTIONS WE’LL REVIEW SOME OF THE ADMINISTRATIVE FUNCTIONS. SO A COUPLE OF HOUSEKEEPING
ITEMS THE AGENCY ADMINISTRATORS MIGHT WANT TO PERFORM. ONE OF THOSE FIRST ITEMS IS
HOW TO CONDUCT A USER SEARCH. NOW THE AGENCY ADMINISTRATOR
USERS WILL HAVE ACCESS TO THE ADMINISTRATION TAB. SO ON THE TAB THE AGENCY
ADMINISTRATOR WILL THEN SEE THE FIRST AREA IN THE USER SEARCH
AS IDENTIFIED IN STEP 2. AND IT’S POSSIBLE
TO BE ASSOCIATED WITH MORE THAN ONE AGENCY. SO IF YOU ARE FOR INSTANCE
ASSOCIATED WITH DEPARTMENT OF INTERIOR, DEPARTMENT OF
HOMELAND YOU WOULD BE ABLE TO VIEW ALL USERS WITHIN
THOSE TWO AGENCIES. NOW AS YOU CAN SEE HERE
IN STEP 3 YOU CAN GO AHEAD AND CONDUCT A SEARCH AND
FILTER YOUR SEARCH USING THE CRITERIA HERE. AND YOU CAN SEE THAT HERE IN THE
RESULTS ONCE YOU CLICK SEARCH IN STEP 4 IS WHERE
THE RESULTS APPEAR. NOW THERE IS AN ACCESS LEVEL
COLUMN HERE SO AS A REMINDER IN CASE THAT YOU DO
NEED FOR SOME REASON TO UPDATE THE ACCESS LEVEL. OR PERHAPS A USER
HAS BEEN LOCKED OUT OF A SYSTEM THEY HAVEN’T
RESET THEIR PASSWORD OR TRIED TO RESET THEIR PASSWORD
AND WERE UNSUCCESSFUL. YOU CAN GO AHEAD
AND LET THEM CONTACT AND DIRECT THEM TO
THE HELP DESK. OKAY, NOW FOR AN AGENCY
ADMINISTRATOR WHO WOULD LIKE TO CONDUCT AN
INVENTORY CLEARANCE THAT WE DISCUSSED EARLIER, THIS
IS ALSO SOMETHING AVAILABLE ON THE ADMINISTRATION TAB. BUT ON THE SECOND
AREA HERE AS YOU SEE IN INVENTORY CLEARANCE
IN STEP 2. THE AGENCY ADMINISTRATOR
WOULD THEN CHOOSE THE AGENCY FOR WHICH THEY’D LIKE TO
REMOVE THE INFORMATION AND UP TO FIVE BUREAUS HERE
IN THE BUREAU AREA. NOW AS WE DISCUSSED EARLIER
YOU WOULD CLEAR AN AGENCY’S INVENTORY IF YOU
HAD A DISCUSSION WITH THE DATA SUBMISSION USER. AND HE OR SHE AGREED THAT THEY
WANTED TO START FROM SCRATCH TO SUBMIT THE DATA FOR
THE CURRENT FISCAL YEAR. OR AGAIN PERHAPS YOU
WANT TO START A NEW OR A LARGE VOLUME
OF NEW RECORDS. PLEASE KNOW THE DATA SUBMISSION
USERS DO NOT HAVE THE PERMISSION TO CLEAR AN AGENCY’S
OR BUREAUS INVENTORY, THIS IS STRICTLY LIMITED TO
THE AGENCY ADMINISTRATOR USERS. AND ONCE AN INVENTORY IS
CLEARED THERE WILL BE A LOG OF THE DIFFERENT
INVENTORY CLEARANCES THAT HAVE BEEN PERFORMED FOR
THE SELECTED AGENCY OR BUREAU. THE SYSTEM WILL INDICATE
THE DATA THAT THE CLEARANCE PROCESS
TOOK PLACE, EXCUSE ME, THE SYSTEM WILL INDICATE
THE DATE THAT THE CLEARANCE PROCESS TOOK
PLACE, THE STATUS AND THE PERSON WHO CLEARED THE INVENTORY. WHEN THE PROCESS IS COMPLETED
THE STATUS WILL CHANGE FROM CUED TO COMPLETED. PLEASE NOTE THAT YOU WILL NOT
SEE THE INDIVIDUAL RECORDS THAT HAVE BEEN CLEARED
FROM THE SYSTEM. THOSE ARE REMOVED FOR GOOD. YOU WANT TO MAKE SURE
THAT YOU ARE BEING CAREFUL SINCE THERE ISN’T A
BACK OR UNDO BUTTON OR A RECYCLE BIN
FOR THIS PROCESS. SO NOW THAT WE’VE
REVIEWED THE BRIEF STEPS FOR THESE TWO FUNCTIONS
LET ME GO AHEAD, COME BACK TO THE SYSTEM TO DEMO
HOW TO DO A USER SEARCH AND HOW TO DO A USER SEARCH AND HOW TO
CONDUCT AND INVENTORY CLEARANCE. OKAY SO ASSUMING THAT I’M
LOGGED INTO THE SYSTEM I COME IN AS AN AGENCY ADMINISTRATOR
USER. AGAIN, I’M GOING TO COME
TO THE ADMINISTRATION TAB AND THEN I’M GOING
TO SELECT THE AGENCY FOR WHICH I’M LOOKING FOR. FOR WHICH THE USES
MAY BE ASSIGNED AND I CAN LIMIT MY SEARCH
IF I’D LIKE FURTHER. AND THEN I CAN GO AHEAD AND
CLICK THE SEARCH BUTTON. AND AS YOU CAN SEE THE
RESULTS COME UP ALONG WITH THE DIFFERENT ITEMS
HERE IN OUR RESULTS TABLE. THERE IS ALSO A DOWNLOAD
BUTTON IN CASE YOU WOULD LIKE TO TAKE THIS
INFORMATION OFF LINE. ALL RIGHT ALSO ON THE ADMINISTRATION TAB THE
SECOND SUBTAB YOU SEE HERE IS THE INVENTORY CLEARANCE AGAIN
TO REMOVE ASSET RECORDS IN BULK. IN ORDER TO DO THAT YOU
WOULD SELECT THE AGENCY FOR WHICH YOU’RE
LOOKING TO REMOVE. AND AS YOU DO THAT YOU HAVE
THE BUREAUS THAT ARE ASSOCIATED AND THEN YOU CAN SELECT UP TO 5. IN CASE YOU’RE NOT FAMILIAR
YOU CAN USE THE CONTROL BUTTON TO SELECT MULTIPLE
ITEMS HERE IN THE LIST. ALL RIGHT AND YOU
CAN CHOOSE UP TO 5, THEN YOU WOULD SELECT THE
CLEAR INVENTORY BUTTON. FOR TODAY I’M NOT GOING
TO COMPLETE THAT PROCESS BUT YOU CAN SEE HERE
THE PREVIOUS INVENTORY THAT HAVE BEEN CLEARED
AND THE DATE. ALSO BY WHOM AND
THEN THE STATUS. [ SILENCE ] OKAY SO NOW I’M GOING TO RETURN
TO THE PRESENTATION TO MAKE SURE THAT YOU ARE AWARE OF OUR HELP
DESK INFORMATION IN THE CASE THAT YOU HAVE FURTHER
QUESTIONS OR NEED SUPPORT AS YOU ARE UTILIZING
THE PLATFORM. IN ORDER TO CONTACT THE
HELP DESK PLEASE EMAIL [email protected], OR CALL THE
PHONE NUMBER LISTED HERE. ONCE YOU CONTACT THE HELP DESK
IN EITHER FORM IT’S IMPORTANT TO INCLUDE YOUR FULL NAME,
THE AGENCY AND/OR BUREAU WITH WHICH YOU ARE AFFILIATED. THE BEST WAY TO GET
A HOLD OF YOU, THE BROWSER THAT YOU WERE USING
WHEN YOU ENCOUNTERED THE ERROR, ALONG WITH THE STEPS
THAT YOU FOLLOWED AND IF YOU CAN THE SCREEN
SHOT OF THE PROBLEM, ISSUE OR ERROR THAT
YOU ENCOUNTERED. AND ONCE SUBMITTED PARTICULARLY BY EMAIL THE TECHNICAL TEAM
WILL ATTEMPT TO REPRODUCE AND RESOLVE THE ISSUE
AS QUICKLY AS POSSIBLE. IF THEY DO HAVE QUESTIONS
THEY WILL CONTACT YOU TO DISCUSS FURTHER.

Leave a Reply

Your email address will not be published. Required fields are marked *