SUNY Tran Process and Functional Description

SUNY Tran Process and Functional Description Project Title SUNY Tran Business Unit / Program Area (Customer): Facilities Services Prepared by (author): Key Customer Contact, Phone #: Business Analyst Contact, Phone #: Document Revision Log with Change Dates: Barbara Skoblick Jane VanDerzee, 5-7988 Barbara Skoblick 4-1340 01/18/2011 BS Production version 02/10/15 jcc B Skoblick 10/18/2022 Page |1 Table of Contents SUNY Tran Process and Functional Description .1 Table of Contents Process for Maintaining this Document Annual SUNY Tran and Fiscal Year Rollover Flow Chart Running the SUNY Tran Process .6 1.Load Data into SUNY “translator” database 2.Correct Errors 2A Create Snap Shot (optional) .10 3.Download the CU File 11 4.Turn off the nightly snap shot .11 5.Create SUNY Tran data file 11 6.FTP SUNY Tran data file to SUNY 12 SUNY Tran Data File Layout and Field Descriptions .13 Data Selection Criteria 17 Exceptions and Special Processing .18 Assigning SPACE-TYPE and SUNY-ROOM-NAME 18 Creating SUNY-ACCOUNT 21 Prorate Space and Prorate Function Calculations 22 SUNY Tables 22 SUNY_SPACE_TYPES 22 SUNY_ACCOUNTS .23 SUNY_PARKING_LOTS .23 FUNCTION 23 ROOM_TYPES 24 B Skoblick 10/18/2022 Page |2 Manage SUNY Tables 24 SUNY_SPACE_TYPES 24 SUNY_ACCOUNTS .25 SUNY_PARKING_LOTS .25 Viewing SUNY Tran Data .25 APPENDIX A: FUNCTION Table .27 APPENDIX B: ROOM_TYPES Table 28 APPENDIX C: SUNY_PARKING_LOTS Table 34 APPENDIX D: SUNY_SPACE_TYPES Table 35 APPENDIX E: SUNY_ACCOUNTS Table 41 APPENDIX F: SUNY Percent Calculation .62 APPENDIX G: Snapshot Calculations for SUNY Tran 63 B Skoblick 10/18/2022 Page |3 Process for Maintaining this Document Changes to this document will typically occur when: • SUNY changes something and notifies FI of the change • FI requests a change to the process and CIT needs to make a coding change (either ColdFusion and/or PL/SQL) • FI needs to change a data element (one that they are able to maintain) • the university implements or changes a system that impacts FI and/or SUNY Tran (for example, new accounting system) and CIT performs remediation For non-technical changes, FI staff will be responsible for updating this document to reflect the change (for example, data element change; some SUNY requested change) and notifying CIT production support staff ( fi-support-l@cornell.edu ) of the change as FYI For technical changes, FI will forward this document to the responsible Tech Staff (as part of the production support process at fi-support-l@cornell.edu ) Tech staff will review, verify and update the doc as needed to reflect the change They will send the document back to FI who "sign-off to production" by validating that this document has been updated appropriately All changes will be recorded in the document change log and will indicate when/who/what information for the change Document will be posted at: http://fe.fs.cornell.edu/fig/inventory/system.cfm where the documentation for the Facilities Inventory System is maintained B Skoblick 10/18/2022 Page |4 Annual SUNY Tran and Fiscal Year Rollover Flow Chart Numbers correspond to steps in the section itemized below - Running the SUNY Tran Process B Skoblick 10/18/2022 Page |5 Running the SUNY Tran Process The SUNY Tran process consists of the following steps that can be run from the Facilities Inventory Admin page as needed (Items in red italics below, and in additional detail for items C and D at the end of the process are included here for purposes of completing the documentation for the functions found on the Administration page, but are not technically part of the SUNY Tran process.) Before SUNY Tran is run, steps A and B (below) must be completed and the data approved by the Cost Accounting Office auditors Set ROOM_DEPT status as appropriate A ‘Set Hold/Freeze to Deep Freeze’ button B ‘Set Pending Obsolete rooms to Obsolete’ button Load data into SUNY ‘translator’ database using the most current snap shot tables Correct the errors generated by the database load, and save an Excel copy of the resulting warnings file after the errors have been cleared 2A Run another snapshot to capture the corrected errors Download the Cornell data in the database and store as the data of record in local Inventory directory Freeze the system, stopping the nightly snap shot process and repeat step to reload the SUNY database Create SUNY Tran data file FTP data file to SUNY (this is done in FileZilla) The final steps to the year end process include: C Rolling the system over to the next fiscal year D Turning the nightly snap shot back on Screen shot of the administration page where these functions are managed: B Skoblick 10/18/2022 Page |6 Load Data into SUNY “translator” database Prior to running this step: • Wait until nightly snap shot is created to pick up changes or create snap shot manually (see Step 2A) Click on the ‘Load SUNY Tran DB’ button The load process pulls data from the snap shot tables and populates the SUNY ‘translator’ database This step can be run as many times as needed until all data errors have been corrected Corrections will not be included in the snap shot tables until after the nightly process runs (see section below for how to correct errors) However, there is an option to generate new snap shot tables right away (see Step 2A) If the load completes successfully, a control report will be emailed to facilitiesinventory@cornell.edu The report will contain: • title: ‘SUNY Tran DB Load’ • date and time load was run • count of ‘active’ Facility records read (not all will meet criteria for SUNY owned or SUNY occupied) • count of active Facility records selected for SUNY Tran (these are facilities that met the criteria for SUNY owned or occupied) • total number of SUNY rows written (one row for each Facility/Room/Dept /Function) • count of records with errors (some rooms may have multiple errors, but will only be counted once – however, the details for every error will be viewable via the link) • link to table to view detailed error descriptions • count of rooms with warnings (these are rooms where the SUNY proration calculation will be less than 100% due to truncation; cannot be fixed by CU so a warning is generated Sample email message: From: SUNY Tran DB Load Sent: Friday, August 27, 2010 9:13 AM To: Jane B Van Derzee Subject: SUNY Tran DB Load The SUNY Tran DB load was run on 08/27/2010 Fiscal Year 2009 1904 active facility records were read 25256 SUNY records were selected 1824 errors were found (link: https://cft-isca.hosting.cornell.edu/spaceinv/sunytran/errorRooms.cfm) 490 room warnings were found B Skoblick 10/18/2022 Page |7 If the process fails, an error will be generated and the details sent via email to facilitiesinventory@cornell.edu Facilities will email CIT Custom Apps at fi-support-l@cornell.edu for assistance if needed Do not rerun the process until notified that the error has been fixed Do NOT run Step or until Step has run successfully and all errors have been corrected Correct Errors Errors Generated by Snap Shot If the snap shot completes successfully, review snap shot data errors using either the link in the e-mail message or the link below Review the resulting report and make appropriate corrections in the FI system; rerun the Snap Shot if corrections are made: Errors and Warnings Generated by SUNY Translator Process There are a number of errors and one warning generated by the program The errors and warning are written to a DB table and can be viewed online by using the link in the control report For each error or warning, relevant data fields are included Example of error report: B Skoblick 10/18/2022 Page |8 Make appropriate corrections following the comments in the error message and the table below by: • highlighting the SUNY table that needs correcting and selecting the Manage SUNY Tables button or • correcting the data in the FI system Error Reason for Error Function Code is Null or Blank There must be at least one function for a department Invalid SUNY Account - xxxxxxxxxx The SUNY-ACCOUNT was not found in the SUNY_ACCOUNTS table, where xxxxxxxxxx is the account not found Add the missing SUNY Account to the SUNY_ACCOUNTS table See Manage SUNY Tables Invalid SUNY Room Type The SUNY room type had an invalid value of ‘XXXX’ The SUNY room type had an invalid value of less than ‘1001’ or greater than ‘9999’ Correct the SUNY_ROOM_TYPE in the ROOM_TYPES table Missing Lot Type LOT_TYPE is missing in the FACILITY_PARKING_LOTS_SS table Enter a LOT_TYPE in the FACILITY_PARKING_LOTS table Missing SUNY Function Code The CU FUNCTION_CD or SUNY_FUNCTION_CD needed for SUNYACCOUNT creation was not found in the ROOM_DEPT_FUNCTION_SS table Update the FUNCTION table with the missing data Missing SUNY Room Type The SUNY_ROOM_TYPE was null or blank in the ROOM_SS table Enter a SUNY_ROOM_TYPE in the ROOM_TYPES table Send e-mail to SUNY requesting appropriate room type for corresponding CU room type(s), have Facilities Services programmer add the codes to the ROOM_TYPES table Parking Lot – xxx Net Area Greater than 9999999 - nnnnnnnnnn The LOT_AREA_SQ_FT for parking lot xxx was nnnnnnnnnn The SUNY parking sq footage field can only accommodate digits Room Area Greater Than 99999 The SUNY net area field can accommodate only digits and the net area was greater than 99999 Room Type/Function not in SUNY_SPACE_TYPES Table - xxxxx The concatenated value of ROOM_TYPE and FUNCTION_CD was not found in the SUNY_SPACE_TYPES table, where xxxxx is the value not found in the table Update the SUNY_SPACE_TYPES table See Manage SUNY Tables B Skoblick 10/18/2022 Page |9 Error Too many Room/Dept/Function Combinations Reason for Error SUNY can only accept up to room/department/function combinations There were more than combinations Warning Truncation May Cause SUNY Percent Calculation to Differ Reason for Warning When SUNY performs this calculation: SUM(SUNY_DEPT_PERCENT * SUNY_FUNCTION_PERCENT) they truncate the percent values to digits This sometimes results in a number less than (100%) which will not match the Cornell calculated value See Appendix F for details on performing this calculation Run the snap shot again (see step 2A) Repeat the process until satisfied that the remaining errors are appropriate Export the final search results to Excel for the record If you made changes to the database or the SUNY tables to correct errors you MUST create a new snap shot (or wait for the overnight version) AND reload the SUNY Tran DB (step 1) This is very important The corrections you made will NOT be included in the data unless you both of these steps 2A Create Snap Shot (optional) This step can be run if an updated snap shot is needed before the next day Once it has completed, Step can be rerun Click on ‘Create Snap Shot’ button An email will be sent to facilitiesinventory@cornell.edu when the load starts: From: Cornell Custom Apps - SS LOAD [mailto:datadelivery-support@cornell.edu] Sent: Tuesday, August 31, 2010 12:01 AM To: Jane B Van Derzee Subject: Facility Snapshot TEST Load Started - FULL B Skoblick 10/18/2022 P a g e | 10 SUNY_ACCO UNT 1007800000 1007810000 1007820000 ACCOUNT_NAME OFFICE OF UNDERGRADUATE BIOLOGY BIOCHEMISTRY &MOLECULAR BIO SHOALS MARINE LABORATORY ECOLOGY & SYSTEMATICS SUNY _CHA RT SUNY_ACCO UNT S 6001160000 S 6001180000 S 6001210000 S 6001230000 PLANT BIOLOGY PLANT BIOLOGY GENETICS AND DEVELOPMENT NEUROBIOLOGY AND BEHAVIOR DIVISION OF NUTRITIONAL SCIENCES AGRICULTURE & LIFE SCIENCES DEANS OFFICE AGRICULTURAL EXPERIMENT STATION ACADEMIC PROGRAMS COOPERATIVE EXTENSION - ADMIN INTERNATIONAL AGRICULTURE S S SUNY _CHA RT ACCOUNT_NAME COMMUNICATIONS SERVICES HUDSON VALLEDY LABORATORY S S S 6001250000 6001320000 ENTOMOLOGY FOOD SCIENCE AND TECHNOLOGY PLANT PATHOLOGY (GENEVA) HORICULTURAL SCIENCES S 6001500000 BUILDINGS AND PROPERTIES S S 6001550000 FIELD RESEARCH UNIT S S 6002010000 S S S 6002030000 6002040000 DIRECTORS OFFICE GENEVA ADMIN SERVICE CENTER COMPUTER CENTER S S 6002090000 6002120000 BUSINESS OFFICE STATE COLLEGE FLEET S S S 6002150000 S S 6002160000 S 6002180000 S 6002210000 S S 6002220000 S 6002230000 ENTOMOLOGY INTERGRATED PEST MGMT PROGRAM FOOD SCIENCE AND TECHNOLOGY S 6002250000 PLANT PATHOLOGY S S 6002310000 VEGETABLE CROPS S 1008250000 BUSINESS SCIENCES APPLIED ECONOMICS & MANAGEMENT MANN LIB - AG & LIFE SCIENCES AGRICULTURE ECONOMICS AGRICULTURAL & BIOLOGICAL ENG EARTH AND ATMOSPHERIC SCIENCES SOIL CROP & ATMOSPHERIC SCI LIBRARY COMMUNICATIONS SERVICES HUDSON VALLEY LABORATORY S 6002320000 S 1008270000 1008310000 ANIMAL SCIENCE COMMUNICATION S S 6002460000 6002480000 HORTICULTURAL SCIENCES GERMPLASM RESOURCES UNIT FREDONIA VINEYARD LAB 1007830000 1007840000 1007850000 1007860000 1007910000 1007990000 1008000000 1008010000 1008020000 1008030000 1008040000 1008080000 1008100000 1008120000 1008150000 1008210000 1008230000 1008240000 B Skoblick 10/18/2022 S S S S S S S S S S S P a g e | 56 SUNY_ACCO UNT 1008320000 1008330000 1008350000 1008370000 1008390000 1008410000 1008420000 1008430000 1008440000 1008450000 1008460000 1008470000 1008490000 1008500000 1008510000 1008530000 1008550000 1008570000 1008590000 1008600000 1008610000 1008650000 1008710000 1008750000 1008800000 1008810000 1008820000 B Skoblick SUNY _CHA RT SUNY_ACCO UNT ACCOUNT_NAME SUNY _CHA RT S 6002500000 BUILDINGS AND PROPERTIES S S S S 6002550000 6003010000 6003090000 S S S ENTOMOLOGY FLORICULTURE & ORNAMENTAL HORT FRUIT AND VEGETABLE SCIENCE S 6003160000 FIELD RESEARCH UNIT DIRECTORS OFFICE BUSINESS OFFICE COMMUNICATIONS SERVICES S 6003210000 S S 6003220000 FOOD SCIENCE MICROBIOLOGY HORTICULTURE LANDSCAPE ARCHITECTURE NATURAL RESOURCES PLANT BREEDING BIO STATS AND COMPUTATION BIO PLANT BREEDINGBIOMETRICS S S S 6003230000 6003250000 6003320000 ENTOMOLOGY INTERGRATED PEST MGMT PROGRAM FOOD SCIENCE AND TECHNOLOGY PLANT PATHOLOGY HORTICULTURAL SCIENCES S S S 6003500000 6003550000 6004150000 BUILDINGS AND PROPERTIES FIELD RESEARCH UNIT LIBRARY S S S S 6004210000 ENTOMOLOGY S S 6004250000 S PLANT PATHOLOGY POMOLOGY POULTRY AND AVIAN SCIENCE RURAL SOCIOLOGY LONG ISLAND HORT RES LAB VEGETABLE CROPS MOLECULAR BIOLOGY AND GENETICS LAB OF ORNITHOLOGY BIOTECHNOLOGY PROGRAM OFFICE OF UNDERGRADUATE BIOLOGY BIOCHEMISTRY &MOLECULAR BIO SHOALS MARINE LABORATORY S S 6005000000 6005010000 PLANT PATHOLOGY AG EXPT STATION AT GENEVA DIRECTORS OFFICE S S 6005090000 6005120000 S S S S 6005160000 6005210000 S S 6005230000 6005250000 BUSINESS OFFICE STATE COLLEGE FLEET COMMUNICATIONS SERVICES ENTOMOLOGY FOOD SCIENCE AND TECHNOLOGY PLANT PATHOLOGY S 6005320000 HORTICULTURAL SCIENCES S S 6005500000 BUILDINGS AND PROPERTIES S S 6005520000 CUSTODIAN S S 6005550000 FIELD RESEARCH UNIT S ACCOUNT_NAME MEDIA SERVICES ORGANIZATION UNIVERSITY CTR ENDOWED ENTITIES CORNELL PLANTATIONS EDUCATION 10/18/2022 S S S S S S S S S S S P a g e | 57 SUNY _CHA RT SUNY_ACCO UNT S S 6006000000 6006010000 PLANT BIOLOGY GENETICS AND DEVELOPMENT BAILEY HORTORIUM NEUROBIOLOGY AND BEHAVIOR DIVISION OF NUTRITIONAL SCIENCES S 6006030000 ACCOUNT_NAME AG EXPT STATION AT GENEVA DIRECTORS OFFICE GENEVA ADMIN SERVICE CENTER S S 6006040000 6006090000 COMPUTER CENTER BUSINESS OFFICE S S S 6006120000 S S 6006160000 S 6006180000 S 6006210000 S S 6006230000 ENTOMOLOGY FOOD SCIENCE AND TECHNOLOGY S 6006250000 PLANT PATHOLOGY S 1009250000 AG & LIFE SCIENCES AG & LIFE SCI ADM DEAN'S OFFICE AGRICULTURAL EXPERIMENT STA CALS FACILITES OPERATIONS SOIL CROP & ATMOSPHERIC SCI STATE COLLEGE FLEET COMMUNICATIONS SERVICES HUDSON VALLEY LABORATORY S 6006320000 S 1009270000 ANIMAL SCIENCE S 6006460000 1009350000 1009370000 1009390000 CORNELL PLANTATIONS EDUCATION ENTOMOLOGY FLORICULTURE & ORNAMENTAL HORT FRUIT AND VEGETABLE SCIENCE HORTICULTURE NATURAL RESOURCES PLANT PATHOLOGY POULTRY AND AVIAN SCIENCE LONG ISLAND HORT RES LAB VEGETABLE CROPS AMERICAN INDIAN PROGRAM SHOALS MARINE LABORATORY S S S 6006480000 6006500000 6006510000 HORTICULTURAL SCIENCES PLANT GERMPLASM RESOURCES UNIT FREDONIA VINEYARD LABORATORY BUILDINGS AND PROPERTIES CUSTODIAN S 6006520000 CUSTODIAN S S S S S 6006550000 6007010000 6007090000 6007120000 S S S S S 6007160000 S S 6007180000 6007210000 S 6007230000 FIELD RESEARCH UNIT DIRECTORS OFFICE BUSINESS OFFICE STATE COLLEGE FLEET COMMUNICATIONS SERVICES HUDSON VALLEY LABORATORY ENTOMOLOGY FOOD SCIENCE AND TECHNOLOGY S 6007250000 PLANT PATHOLOGY S SUNY_ACCO UNT 1008830000 1008840000 1008850000 1008860000 1008870000 1008910000 1008990000 1009000000 1009010000 1009020000 1009160000 1009410000 1009420000 1009450000 1009470000 1009530000 1009570000 1009600000 1009610000 1009720000 1009820000 B Skoblick ACCOUNT_NAME ECOLOGY & SYSTEMATICS PLANT BIOLOGY 10/18/2022 SUNY _CHA RT S S S S S S S S S S S S S S P a g e | 58 SUNY_ACCO UNT 1009830000 3000000000 3000010000 3000020000 ACCOUNT_NAME ECOLOGY AND SYSTEMATICS HUMAN ECOLOGY ADMINISTRATION FIELD STUDY DIVISION OF STUDENT SERVICES EXTENSION ADMINISTRATION SEA GRANT/LEAD NY HUMAN ECOLOLGY FACIL OPERATIONS HUMAN DEVELOPMENT & FAMILY STUDI CONSUMER ECONOMICS AND HOUSING FAMILY LIFE DEVELOPMENT CENTER SUNY _CHA RT SUNY_ACCO UNT S S S S 6007550000 6008010000 6008040000 6008160000 S 6008230000 S S 6008250000 6008320000 S SUNY _CHA RT ACCOUNT_NAME S S S S 6008460000 FIELD RESEARCH UNIT DIRECTORS OFFICE COMPUTER CENTER COMMUNICATION SERVICES FOOD SCIENCE & TECHNOLOGY PLANT PATHOLOGY GENEVA HORTICULTURAL SCIENCES GERMPLASM RESOURCES UNIT S 6009090000 BUSINESS OFFICE S S 7000000000 S 7000090000 MIKES TEST HUMAN SERVICE STUDIES HUM EC ADMINISTRATION DESIGN & ENVIRONMENTAL ANALYSIS S 7000100000 S 7000160000 S 7000350000 S 7000500000 S 7000970000 S 7000990000 3000990000 TEXTILES AND APPAREL MEDIA SERVICES ORGANIZATION DIV OF NUTRITIONAL SCIENCES S 7001090000 3001000000 HUMAN ECOLOGY S 7001350000 3001010000 ADMINISTRATION S 7001500000 3001020000 FIELD STUDY DIVISION OF STUDENT SERVICES HUMAN DEVELOPMENT & FAMILY STUDI S 7002000000 S 7002160000 S 7002350000 3000040000 3000050000 3000120000 3000160000 3000210000 3000220000 3000230000 3000240000 3000250000 3000260000 3000270000 3000290000 3000320000 3001040000 3001210000 B Skoblick 10/18/2022 GENERAL SERVICES FACILITIES FINANCE & BUSINESS SERVICES FINANCE & BUSINESS SERVICE STATUTORY FACILITIES OFFICE CU CTR FOR ANIMAL RESOURCES & ED BUILDING CARE STATUTORY CLGS BTI MAINTENANCE AND OPERATIONS S S S S S S S S S S S DIV OF NUTRITIONAL SCI FINANCE & BUSINESS SERVICES CU CTR FOR ANIMAL RESOURCES & ED BUILDING CARE STATUTORY CLGS GENERAL SERVICES FACILITIES S STATUTORY FACILITIES CU CTR FOR ANIMAL RESOURCES & ED S S S S S S P a g e | 59 SUNY _CHA RT SUNY_ACCO UNT S 7002700000 POLICY ANALYSIS MGMT HUMAN SERVICE STUDIES BRONFENBRENNER LIFE COURSE CTR DESIGN & ENVIRONMENTAL ANALYSIS S 7002970000 S 7002990000 S 7003000000 S 7003030000 S 7003090000 S 7003990000 S 7005500000 3002000000 TEXTILES AND APPAREL MEDIA SERVICES ORGANIZATION DIV OF NUTRITIONAL SCIENCES AGRICULTURE AND LIFE SCIENCES S 7005550000 3002010000 ADMINISTRATION S 7006000000 3002020000 FIELD STUDY DIVISION OF STUDENT SERVICES EXTENSION ADMINISTRATION HUMAN DEVELOPMENT & FAMILY STUDI CONSUMER ECONOMICS AND HOUSING FAMILY LIFE DEVELOPMENT CTR S 7006030000 S 7006060000 S POLICY ANALYSIS MGMT HUMAN SERVICE STUDIES BRONFENBRENNER LIFE COURSE CENTER DESIGN & ENVIRONMENTAL ANALYSIS SUNY_ACCO UNT 3001220000 3001240000 3001250000 3001260000 3001270000 3001290000 3001320000 3001990000 3002040000 3002050000 3002210000 3002220000 3002230000 3002240000 3002250000 3002260000 3002270000 B Skoblick ACCOUNT_NAME CONSUMER ECONOMICS AND HOUSING SUNY _CHA RT ACCOUNT_NAME BAILEY ENTERTAINMENT BTI MAINTENANCE & OPERATIONS S DIV OF NUTRITIONAL SCI GENERAL SERVICES FACILITIES S GOVERNMENT AFFAIRS FINANCE & BUSINESS SERVICE S DIV OF NUTRITIONAL SCI BUILDING CARE STATUTORY CLGS S BARTON & BAILEY HALL GENERAL SERVICES FACILITIES GOVERNMENT AFFAIRS STAT COLLEGES S S 7006090000 PLANNING AND BUDGET FINANCE & BUSINESS SERVICE S 7006120000 STATE COLLEGE FLEET S S 7006150000 STATUTORY COLLEGE AFFAIRS S S 7006160000 S 7006350000 S S S S S S S S S 7006500000 STATUTORY FACILITIES CU CTR FOR ANIMAL RESOURCES & ED BUILDING CARE STATUTORY CLGS S 7006550000 BARTON & BAILEY HALL S S 7006970000 BTI MAINTENANCE & OPERATIONS S 10/18/2022 S S P a g e | 60 SUNY_ACCO UNT 3002290000 3002320000 3002990000 SUNY _CHA RT SUNY_ACCO UNT TEXTILES AND APPAREL MEDIA SERVICES ORGANIZATION DIV OF NUTRITIONAL SCIENCES S 7007000000 S 7007030000 S 7007060000 HUMAN ECONLOGY ADMINISTRATION DIVISION OF STUDENT SERVICES EXTENSION ADMINISTRATION HUMAN DEVELOPMENT & FAMILY STUDI CONSUMER ECONOMICS AND HOUSING FAMILY LIFE DEVELOPMENT CENTER S S 7007090000 7007120000 S 7007140000 S ACCOUNT_NAME ACCOUNT_NAME GENERAL SERVICES FACILITIES GOVERNMENT AFFAIRS STAT COLLEGES SUNY _CHA RT S S PLANNING AND BUDGET FINANCE & BUSINESS SERVICE STATE COLLEGE FLEET S S 7007150000 POST OFFICE STATUTORY COLLEGE AFFAIRS S 7007160000 STATUTORY FACILITIES S S 7007500000 BUILDING CARE STATUTORY CLGS S S 7007550000 S 7007970000 S 7008090000 S 3003320000 POLICY ANALYSIS MGMT HUMAN SERVICE STUDIES BRONFENBRENNER LIFE COURSE CNTR DESIGN & ENVIRONMENTAL ANALYSIS TEXTILES AND APPAREL MEDIA SERVICES ORGANIZATION 3003330000 VET - MICROBIOLOGY 3003000000 3003010000 3003040000 3003050000 3003210000 3003220000 3003230000 3003240000 3003250000 3003260000 3003270000 3003290000 B Skoblick S S S S 7008100000 MIKES TESTING BTI MAINTENANCE & OPERATIONS FINANCE & BUSINESS SERVICE FINANCE & BUSINESS SERVICE S S 7008140000 7008160000 POST OFFICE STATUTORY FACILITIES S S S 7008550000 S S 7008970000 BARTON & BAILEY HALL BTI MAINTENANCE & OPERATIONS 10/18/2022 S S S S P a g e | 61 APPENDIX F: SUNY Percent Calculation SUNY performs a calculation when they load the SUNY Tran data file They truncate the numbers and use only digits following the decimal As a result, their totals not always add up to 100% The SUNY Tran DB load process produces a warning when it identifies room/department/functions that will have this problem The SUNY Tran DB extract file can be used to identify these rooms and perform the calculation manually • Look for rooms that have the 'SUNY Prorate Warning Flag' set to Y • Note that there may be multiple dept/functions in the room and not all will have the flag set The flag is set when truncation will cause a problem for a specific department/function • Multiply all of the Prorate_Space and Prorate_Function fields for a room • Sum these using only two digits following the decimal point • The number will not equal 100% Here's an example: ILR facility 1003 has a shared room 188 with records Prorate space and prorate function are percentages and ‘**’ indicates 100% : Prorate_Space Prorate_Function Multiplied for SUNY calc Multiplied for CU calc ** 03 03 64 76 48 4864 64 01 0128 64 22 14 1408 ** 03 03 30 ** 30 30 99 1.000 Sum This indicates the warning flag is correct and Cornell’s calculation would equal 100% because all digits are used in the calculation and the SUNY calculation will not equal 100% because they use only digits B Skoblick 10/18/2022 P a g e | 62 APPENDIX G: Snapshot Calculations for SUNY Tran The following fields used for SUNY Tran are calculated when the snap shot is created: SUNY_DEPT_NET_AREA in ROOM_DEPT_SS table SUNY_ DEPT_PERCENT in ROOM_DEPT_SS table SUNY_FUNCTION_NET_AREA in ROOM_DEPT_FUNCTION_SS table SUNY_FUNCTION_PERCENT in ROOM_DEPT_FUNCTION_SS table Calculations for SUNY area and percentages are made as follows: One-day use is ignored Partial year flag is ignored (room is treated like #4 below) Use of room when status is not ‘active’ is ignored If room was active during part of a year, then that period constitutes the entire year and percentages are adjusted to equal 100% Examples: • Room 100 was obsolete for months and is now currently active for the recent months It is shared equally by Dept E and Dept S Each department will have a prorate space of 50% • Room 600 was obsolete for months and is now currently active for the recent months It was used by Dept E (endowed) for day and Dept S (state) for the remainder of the months Dept S will have a prorate space of 100% Dept E will not show any use • Room 200 was active for months and used by Dept S The room is currently obsolete for the recent months Dept S with have a 67% usage in the FY and SUNY percent columns but will not be reported to SUNY Tran because the room is not Active B Skoblick 10/18/2022 P a g e | 63 APPENDIX H: SUNY Accounts Room Type Exceptions The Issue: Certain room type function code combinations could incorrectly link to KFS SUNY Accounts that should be ‘exceptions’ There were 203 Contract College room/org/function code combinations with room types of 530, 535, 710, or 715 that created exception errors The Solution: Code was written to create exception KFS SUNY Accounts This code identifies exceptions and creates KFS SUNY Accounts with a function code that maps to the correct SUNY Account To this the following process is performed: • • • SUNY Tran DB load program creates a KFS SUNY Account and then performs a table look up to verify a link to an existing legacy SUNY Account If a link exists it loads both accounts into the SUNY Tran DB If there isn’t a link, it generates an error and a manual linkage must be created o The code to create the exception KFS SUNY Account must remain so that a link to a SUNY Account that is NOT the ‘exception’ o Instructions for creating the manual SUNY KFS Account linkage can be found in the Users’ Guide to SUNY Tran Submission at http://fe.fs.cornell.edu/fig/inventory/orgadminmaterials.cfm Exception Account Example: Hypothetical example, department 107 (org code 0107) has function 1.1, but with a non-exception room type 120 It already has a KFS SUNY Account linked to a SUNY Account: 11IT010107 links to 1000070000 Then the same department in a different room has the same function in a room type of 530, which is one of the exceptions The SUNY Tran program creates: 11IT010107 and finds the link to 1000070000 Since it's an exception it should link to SUNY Account 1001070000, but the program can't this because all it can is find a link based on the KFS SUNY Account That's why we had the exception code as part of the KFS SUNY Account creation The exception code would create KFS SUNY Account 43IT010107 which would link to 1001070000 B Skoblick 10/18/2022 P a g e | 64 APPENDIX I: Cornell University EN Categorization Cornell University - EN Categorization What and Why: In order to create an accurate foundation for the new budget model under the Operations and Maintenance principle, the funding source for activity that occurs within all space inventoried in the facilities inventory system needs be understood and categorized appropriately so that costs are funded accordingly The facilities inventory system will be enhanced to incorporate this level of detail for all endowed space that is inventoried within the system Assumptions: Each unit is only responsible for categorizing the space that is inventoried under their unit within the facilities inventory system For example, most on-campus janitorial closets should be inventoried under Building Care in Facilities Services and therefore Facilities Services is responsible for categorizing these rooms Space shared by two or more separate KFS units should be allocated by % within the facilities inventory system Each unit is only responsible for categorizing their % of the room If any space is not categorized, then it will be defaulted to Enterprise Units may need to add one or more department presences to ensure they have one presence for each combination of KFS D- or S-level org and funding category For example, a room occupied by a unit with some activity that is enterprise and some that is centrally funded should have at least two department presences, one for each funding category Units will only be able to add department presences after the data upload for categorization of existing rooms and department presences is complete when the system is re-opened from Tue, Aug 27 - Fri, Sept 13 Facilities Inventory System will be kept open until September 13 to allow more time to input data and information Questions can be directed to {Laura Syer (les269) or Davina Desnoes (dad327)} Code Value EN-ENTERPR Categorization Endowed Enterprise Endowed General Services Endowed College EN-GNRLSERV EN-COLL Definition Examples: ● Space for endowed activity for which a primary purpose of the program in the space is to gain revenue or; Campus Bookstore, SAS dining facilities ● Space for endowed activity for which the maintence and operations of the space are included in rates charged Utilities for the activity in that space ● Space for endowed activity that is paid for with central funds allocated to central units ● Space for endowed activity for which the maintence and operations of the space are not included in rates charged for the activity in that space Space formerally funded by CAM (HR, Budget and Planning, DFA), Shops, Construction Management Endowed activity in these spaces support the academic mission of the unit it represents A space with this EN categorization can benefit financially for the unit it represents IF its primary purpose is to support the academic mission and not gain revenue Classrooms, labs, research areas and/or conference rooms under an academic KFS org structure it represents Tentative Timeline for Space Org Administrators & Budget Officers: Note: Facilities System lock/freeze will be extended to September 13 with a brief outage on 8/16-8/27 Thur, Aug Thur, Aug - Fri, Aug Fri, Aug Fri, Aug 16 - Fri, Aug 30 Tue, Aug 27 - Fri, Sept 13 Fri, Sept 13 Mon, Nov 18 - Thur Jan Template with instructions & timeline communicated to space administrators and budget officers Working period for space administrators and budget officers to complete template Template due to Scott McIlvennie EOD (sjm29) All users out of the system, program modification and data clean-up - Jane with collaboration of space administrators System reopened - working period for space administrators to allocate room splits within facilities inventory system Facilities inventory system locks for campus users Tentative reopening of the facilities inventory system within this time period (dependent on Suny file acceptance) B Skoblick 10/18/2022 P a g e | 65 ...Table of Contents SUNY Tran Process and Functional Description .1 Table of Contents Process for Maintaining this Document Annual SUNY Tran and Fiscal Year... snap shot .11 5.Create SUNY Tran data file 11 6.FTP SUNY Tran data file to SUNY 12 SUNY Tran Data File Layout and Field Descriptions .13 Data Selection... Annual SUNY Tran and Fiscal Year Rollover Flow Chart Numbers correspond to steps in the section itemized below - Running the SUNY Tran Process B Skoblick 10/18/2022 Page |5 Running the SUNY Tran Process