Federal Real Property Profile Management System part 2 of 2


>>Okay. The next item we’ll be covering is how
to modify and delete individual asset records from FRPP MS. To do this, an
agency or bureau write user or an agency administrator would
select the asset search tab. They would then search for the
asset they would like to update. After finding the asset they would like
to update on the generated report page, they would select that FRPP asset ID, which
would bring them to the individual record page. This is the same page as seen in the
data submission process for XML files. The difference is this is for a record that is
currently in your agency’s inventory instead of for a staged record, which you are hoping
to add or modify in your agency’s inventory. At this point, a write user or an admin
would see the edit, back, and delete button. By selecting the delete button, that
record is removed for the current fiscal year. By selecting the back button, you would
return to the previous reports page and by selecting the edit button, you
would open up that record’s edit page. This is similar to the add new asset page. At this point, you would go through and make
any updates you want to that individual record. Required fields are again
indicated by the red bars. As you make updates, some of those bars will
and you will be required to enter new information according to the
business rules for the current fiscal year. Once you are done making
updates, you would select save. Alternatively, you would select
cancel, to return to the previous page, with no updates made, or you would select
reset to update the fields and return them to their previous state, if you feel
you have gone too far in making updates. Now very briefly, I’m going to
demo that in the application. While I pull this up, are there any questions? Okay. Now as an agency or bureau write user or
an agency administrator, I would have access to the asset search tab located up here. I would select this tab to pull up the search
page and I would search my agency for records. The report will process– And after it is done processing,
I would scroll down and the find the record I would like to update. I would select that record’s FRPP asset ID. That will bring me to that asset’s page. Here, I will have the option to do edit,
delete it, or go back to the previous page. In this case, I don’t want to delete the record. I want to edit it. So I’m going to edit and I would
pull up that asset’s modify page. As you can see, I have all of these fields
available to me, and I can choose to update one. Here, I choose to change status to disposed,
and several other fields become available to me and I can choose to update it. But I have realized I no longer want to make
updates to this record, so I select cancel and I’m returned to the previous page. Are there any questions on how I
would modify or delete an asset?>>Yes. If you modify an asset, then does it
apply all the business rules that are required? Like if all the sudden you put dispose,
would it require you to go back in and enter dispose date or other information?>>Yes. So if you modify an asset,
it’s similar to adding an asset. It will force you to update that asset per the
business rules for the current fiscal year. Does that answer your question?>>Yes.>>Okay. Moving back to the
presentation, we are going to cover how to do a more in-depth asset search and produce
and export a summary report from FRPP MS. To do an in-depth search in FRPP MS, I
would return to the asset search page. From the asset search page, I would
select filters to filter out information I do not
want to appear in my report. Then, I would select a report type from the top. There are a total of seven report types. This is one up from previously. The new report is the asset
detailed report codes. This is the same as your asset detailed report. This report displays all of the information
in the asset detailed report but instead of displaying Interior for my
agency, it would display the code for my agency, in this case the number 14. And it is the same for all fields
which have codes associated with them. After I’ve finished choosing all of the
information I want to have in my report, I would select search from either the top or
the bottom of the page, to generate the report and cancel generating the report. At this point, I am going to
now demo how to generate one of these reports in the application. Returning to the asset search page,
I would choose to select Interior as my reporting agency, when
generating the report. I want to have a real property
unique identifier of INT underscore, and I want to generate an
asset detailed codes report. At this point I select search
and the report generates. It contains all of the filters I just
mentioned and displays several assets. These assets all have the real property unique
identifier INT underscore appended to them. Returning to the presentation, I can then
choose to export one of these reports and save a local copy on my hard drive. To do this, I would either select printable
view or export details from the report page. At this point, if I select printable view, I am automatically given the option
to save to dot XLS file locally. If I select export detail, I am asked what file
format I would like and then I select export. At this point, I am given a
chance to save that file locally. So if I return to the application, and the report that I have just
generated, I can scroll to the top. At the top you will see the printable
view button and the export detail button. If I select printable view, you will see that I
have now downloaded an XLS file for this report. If I open that file up– Alright, if I open that file up, you will
see the name of the report type at the top, the user who’s generated the
report, and when it was generated. Below that, you will see all
of the filters in the report. And below the filters, you
will see the various columns in the report and the assets in the report. That is how you would generate a report
and save it locally to your desktop for FRPP MS. Are there any
questions on this before I continue? Okay. In our next portion of the presentation,
we will be covering the administrative functions in FRPP MS. These are the
functions which will be available to an agency administrator in the application. For user ease, we’ve compiled the
user search inventory clearance and data anomaly report function
onto a single tab with subtab. This tab is labeled administration. The user search function will an allow agency
administrator to search for users in the agency or agencies they are associated with. This search can be performed by
log-in name, birth name, last name, whether the user is active,
or the user’s access level. The inventory clearance page allows an
agency administrator to clear the inventory for their agency for up to
five bureaus at a time in their agency for the current fiscal year. The inventory clearance process will run
in the background and will send an email to the requestor upon completion. Below the clear inventory
selection area, you will see a log of the inventory clearances
for the selected agency. This log will say the agency which has been
cleared, the bureau or bureau which has had its inventory
cleared, the clearance date, and then who cleared that agency’s inventory. It’ll also tell you whether or not the clearance for that agency’s inventory
has been completed or not. What you will not see here is
the records that were cleared. Once you have cleared the
inventory for an agency or bureau, that inventory is gone for
the current fiscal year. The last subtab available
to agency administrators in the administration tab is
the data anomaly reports tab. This allows agency administrators to
generate 19 different data anomaly reports. You have your 14 immediate reports at the top. These reports will run immediately on
selection, and can be generated for up to five agencies or the entire system. Agency selection here is set by default but can
be adjusted to multiple agencies as necessary. You also have five on-queue reports. These reports are queued to run on selection. The user will receive an email
once the report is generated. An agency selection is required here. You can only generate a report for a single
agency at a time for an on-queue report. To generate one of these data anomaly
reports, you would, for an immediate report, select the agency from the pick list at the top. Afterwards, you would just select the report
from the immediate reports list at the bottom. To generate an on-queue report, you would select
the agency from the drop-down at the bottom of the page and then you
select the report you would like to generate from the drop-down beside that. After selecting the agency and report, you select generate report
and the report will generate. And when it is complete, it will be available
to you in the view generated report section. Now, I will demo this for
you in the application. While I pull the application
up, are there any questions? So, as an agency administrator, I
have access to the administration tab. If I select the administration tab, you will see that I now have access to
three different subtabs. The first is my user search tab. The next is my inventory clearance tab. And the last is my data anomaly tab. If I want to search for a
user in my agency’s inventory or in my agency, I would select the agency. I would select either the log-in name,
if I know it, a first name, a last name, whether they are active, and I
can select their access level. In this case, I want to know what active
users in my agency have admin privileges. After selecting those filters, I select search. At this point, you will see
the agency admin for my agency. If I want to clear my search,
I select the clear button and the search is cleared and I can start over. For inventory clearance, I would
select the inventory clearance tab. At this point, I would select the agency
I wish the clear the inventory for and then I would select the bureaus
if I want to select more than one that I want to clear my inventory for. If there’s more than one bureau I want to clear,
I would use the control button to select it. Once I’ve chosen everything I would like to clear inventory for, I
would select clear inventory. In this case, I don’t want to upset the database
by clearing inventory, so I’m going to do that. But, as I mentioned previously,
you can see below the log of when the inventory was
cleared for this agency. You have last when the interior
agency was clear specifically for the Bureau of Mineral Management Service. This occurred last month and was done by this
account and the status for that is completed. Of course, what I do not see is specifically
what records were cleared for that bureau. The last tab available to an agency
administrator is the data anomaly reports tab. By selecting the data anomaly
reports tab, I am given the option to generate a data anomaly report. First, I would select the agency from my
pick list to generate an immediate report. As I am an Interior agency admin, I
only have access to the Interior agency. Next, I would select the
report I want to generate. After selecting a report, I wait a couple
of minutes and the report will generate. In this case, I have generated a lease
cost per square foot or offices’ report. All the information for this report is displayed
below and, similarly to an asset search report, I can choose to export the report and
save a copy locally using printable view or export details; however, let’s say I do not
want to generate an immediate report and I want to generate one of our five on-queue reports. In this case, I would return
to the data anomaly tab. I would scroll to the bottom and
find the on-queue reports section. Here, I would select my agency,
again is Interior, and I would select the report
I want to generate. After this, I select generate report. At this point, that report is queued and it will
take a few minutes for that report to generate. Given the time it will take, I am not
going to wait for that report in this demo, but should you choose to view it, you would select the icon next
to reports once it is complete. Now before I continue with the presentation, are
there any questions on the administrations tab? Okay. Now we will begin the
wrap-up for this presentation. First thing, if you need to contact us
because you are having technical issues with the application, or you cannot log
in using the forgot password function, please reach out to us at [email protected]
or call the phone number listed. If you do reach out to us, include
your contact information, your name, and the steps you followed
before reaching the problem. If you’re emailing us, screen
shots would be helpful. Just so you are aware, we do keep a log of all the tickets generated throughout
the course of the application’s lifecycle. For our known challenges going
forward, and things we are working on, the reports filter will be
displayed in both the reports and the printable view using the printable
view to view the exact format of the report, the format in Excel is different
from the printable view format. For status codes, you will see the displayed
status code instead of the actual value for a selected item since the system
cannot currently display both disposed and cannot currently be disposed
when searching for disposed assets; therefore, we have to use the status codes. Predominant use summary reports for system and
agency admin with access to multiple agencies, with the exception of state and DoD, will
display this report grouped by agency even if only one agency is selected
on the data submission screen. And then our reports, once they have been
exported, are labeled for confidential use only in the footer, instead of for official use only. This will be updated in the future. And our new asset and missing asset report will
always display the latest report generated. So, are there any questions on
our known challenges and changes? Okay. So the last thing we want to cover
today is our secure socket layer migration. FRPP MS, per IT standards, will be moving to and implementing secure socket layer
using the SHA-256 hash algorithm. We ask that you test the compatibility
of your user environment for SHA-256 by visiting the linked webpage in the chart. If you do not see the green
box displayed below saying that you’ve passed the compatibility
test, we ask that you please notify us that your environment is not compatible
with the algorithm at [email protected] Are there any questions on this? Alright, well, I would like to thank everyone
for attending our presentation today. If you have any other questions related to
the application, then please let us know.>>Thanks, Colin. I do want to pass on some other information. As a result of the recent news about
the OPM’s IT systems, security has taken on a heightened and tightened wall. We are in the process of considering
alternatives to comply with new standards or at least enforcement of existing
standards relating to FRPP accounts. The biggest impact will be
felt by agency administrators. I don’t know if we have any on the line
participating in the training session, but there may be some new requirements for you. But because we are still contemplating different
ways to incorporate that within the FRPP MS, we don’t have anything to show you now
but we are planning on conducting a set of training focused solely for
FRPP agency administrators, to go over how these new IT security standards
are being implemented in the system and what that means for you as an
FRPP agency administrator. Most of the standards and requirements
focus on provisioning of accounts or potentially renewing existing accounts. So, be on the lookout. Once we arrive at a alternative to implement,
we’ll obviously go through the development and incorporation of that within the system and
then some time later this summer or early fall, we’ll conduct a series of training
sessions for agency administrators, to show you what your new roles
and responsibilities include. We have also recorded the sessions
for both the data dictionary phase one and we’ll be doing a recording of phase two. Once we have those recorded
completed, transcribed, [inaudible] links, we will share those with you. Hopefully by tomorrow, I’ll
share with you the links for the data dictionary and phase one training. I just have to put out the note and then
distribute it to those universal users. The way our recording software works,
we were advised to break it up anywhere between a half an hour and hour segments. So you will see multiple links for the
data dictionary training and multiple links for the phase one FRPP MS training and we’ll
number it so you know which is the first and the second or the third so you can
follow along, but you can use those as reference points even after
participating in the training session. If there’s something you wanted to check,
you can go back and reference those. And it’s interactive. It will show you the screen
as well as the audio recording of whoever was conducting the training. So, any other general questions
before we conclude the session today?>>Dan [inaudible] at the [inaudible]
service, not general, more specific.>>Go ahead, Dan.>>Thank you. It’s about the user access levels
and maybe I miss understand them, but my sense is that if you have certain types
of editing capabilities, like if you load files, you can’t go in and edit individual records. Am I correct or am I misunderstanding?>>So, I believe you’re referring
to the FRPP user roles?>>Yes.>>So for our FRPP user role,
they do control access to different functions in the application. A write user can only edit records that
are already in their agency’s inventory. And a data submission user can only
edit records that have been staged. So as a data submission user, if
I choose to stage an XML file, which is part of my functionality,
that file is then validated. At that point, if there are any errors, I can
go into that file specifically and update it so that there are no errors and
it has been corrected according to the current business rules. At that point, my agency admin has the
opportunity to upload the valid file, updating the database, for my agency’s
inventory, for the current fiscal year. On the other hand, the write user can
automatically write to that agency’s inventory for the current fiscal year, but they can
only do it for single records at a time. Does that clarify things for you?>>I believe I understand that and that’s
going to be a real challenge for me. I’m involved in doing both
in the current system. You know, I’m involved in uploading the XMLs and
then I also go in and edit individual records. So the way you’re describing–>>Do you have–>>I’m not going to have both abilities.>>If you an agency administrator,
you will have both abilities.>>I’m not. I’m a bureau user.>>He works in bureau.>>Okay. We will have to work with you on that.>>Okay. Should I send in a help ticket request?>>Yes, please.>>And Dan, is there somebody else
who could assume one of those? I’m just asking. If there’s somebody else that– And I don’t
know where you’re spending most of your time, but if you’re spending most of your
time doing the staging, validating, and correction before upload and
keeping you as a data submission user, is there someone who can do the editing
after [inaudible] would upload that XML file?>>Possible. It’s just that I’m really–>>Okay.>>I’m really the pivot point for our bureau that it would be best if
I had ability to do both.>>Okay. And I’m just asking. We can talk about it some more.>>Sure. Okay. Thanks.>>Yeah, please shoot us an email
and we will work with you off line.>>Okay. Thanks.>>Are there any other questions? Alright, well thank you, everybody. You all have a good day.>>Thank you.

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