Vision FM Space Database Tutorial - Carleton University · • 8.0 Bookstore and Other Merchandising Facilities ... The Options and Notes Tab displays extra conditions and notes that

Vision FMSpace Database Tutorial

Space Management & Capital Planning

June 13, 2012

Index Page

• Introduction 3

• COU Space Categories 4

• Carleton Room Standards 6

• Carleton Organization 13

• Vision FM Software– Login and Overview 16– Space Management Module 19

• Classroom Facilities• Space• Reports

– Viewer Module 27– Drawings 29– Printing/Exporting 31

• Troubleshooting 35

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Introduction

• University Space Database - Vision FM software

• Data – all physical space on campus– Building, Floor, Room, Area– Room Standards– Organization (division, department, employee)– Floor plans– Classroom database

• Maintenance – Facilities Management & Planning– Annual space audit & tracking ongoing renovations– Updates from end users– Michael LeBrun, Space Co-ordinator, ext 1226

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Council of Ontario Universities (COU) –Space Standards• 1.0 Classroom Facilities• 2.0 Laboratory – Undergraduate• 3.0 Research Laboratory• 4.0 Academic Departmental Office and Related• 5.0 Campus Study Space & Library Facilities• 6.0 Athletic / Recreation Space• 7.0 Food Service• 8.0 Bookstore and Other Merchandising Facilities• 9.0 Plant Maintenance• 10.0 Central Administrative office and related• 11.0 Category not used• 12.0 Central Services• 13.0 Health Service Facilities

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• 14.0 Common Use and Student Activity Space• 15.0 Assembly and Exhibition Facilities• 16.0 Non-Assignable• 17.0 Residential Space• 18.0 Animal Space• 19.0 Other University Facilities• 20.0 Health Science Clinical Facilities

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In the Carleton space database, the Space Standards are sub-divided further into Room Standards

Carleton University - Room Standards

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Carleton University - Organization

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Division Department

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1: Open Windows Internet Explorer.2: Enter Address http://pplvfm01/UniversalWeb/default.asp

1) Enter Username2) Enter Password3) Click Login

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User Name and Password are supplied by:

Michael LeBrunSpace Co-ordinatorFacilities Management & Planning(613) 520-2600 Ext. 1226.

LOGIN AND OVERVIEW

1) Welcome box

2) Modules box containing three headings - each is a pull down menu

3) Drawings pull down menu

4) Click on ADMIN GENERAL, then click on User Profile. This will open up a form that you will make entries into.

Do this only the first time you access VisionFM. This is to confirm your password.

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LOGIN AND OVERVIEW

If you choose to change your password:

1) Highlight Password block and enter new password (case sensitive)

2) Highlight Verify Password and re-enter your password

3) Click Update Password

4) After this initial time, you will enter with your login name and the new password

5) Close User Profile Form.

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LOGIN AND OVERVIEW

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SPACE MANAGEMENT MODULE

The report shows: • A photo of the room.• The basic space data for that

room.• The list of teaching equipment

and services tracked for that classroom.

1) Click on Classroom Facilities2) Clicking on the box will bring up a window to

choose the general pool classroom you wish to see.

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1) Clicking the Space form will allow you to see data for individual rooms. Viewer only, changes can only be made by the administrator, Michael LeBrun

2) The form will go automatically to the Information Tab

3) The Options and Notes Tab displays extra conditions and notes that may have been recorded about the room

4) Once form is open, click on Tree, this will open a drop down menu that will allow you to drill down to a specific room.



1) Highlight Building, Floor and then Room. Drill down by clicking on plus signs until you get to the room or space you are interested in and click on the square.

2) Clicking on the box will bring up the space data available for that room.

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2) This form offers data on thechosen room:

• Room area is sq ft & sq m• Options One and Two offer extra

quick notes about space• Room use (Standard)• Department occupying room• Percent of space, if room is shared

between multiple departments

1) Clicking on the Options and Notestab will show you any specific information that has been recorded about that room

3) Clicking on Documents buttonwill open a new form which will list viewable documents which may be attached to the room


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1) The Options and Notes tab will show anyother information recorded about this room. Classrooms will list # of seats, electronic teaching tools etc.

2) Click Information Tab to return to mainForm.


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1) The Documents button will showany documents eg. Pdf’s, Photos that may have been attached to this room.

2) Double Click on drawing title -classrooms will have a photo attached


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1) Clicking on the Viewerbutton will open the drawing viewer to show the room & the floor plan , sq ft., room standard, department and occupant (if available)

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Three Standard Reports:

1) Click report to run2) Click the parameters from the pull down

menu.

If you do not highlight any of the options, all will be shown as a default

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VIEWER MODULE

Viewer Lookup

Allows you to search the floor plans by employee, organization, & location.

1) Click VIEWER to see menu2) Click Lookup to bring up form3) At Search by, click triangle to show drop

down list of parameters4) Click Find

Note: employee name, last name first

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VIEWER MODULE

Viewer Lookup Form

1) Highlight name for list offered. Data about room where employee is located will be displayed.

2) If you wish to see a floor plan with their location, click Show button at bottom of form.

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1) Click on building to drill down to the floor plan you wish to view

2) Click on floor plan

DRAWINGS

Different highlight formats can be picked to display floor coloured by division or department.

DRAWINGS

Command Buttons:1) Print: Will open print command

box2) Select a windowed area of plan to

query data3) Turn off/on the colour fill4) Zoom to full screen5) Pan around drawing6) Zoom back to previous view7) Zoom in

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PRINTING/EXPORTING

1) Clicking Print button will beginprocess to make print settings, choose printer and print.

2) Most often you will want toprint area zoomed intoClick WindowClick Print Setup 3) Choose printer to print to

choose paper size, orientation. Select Properties. Click OK.

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1) Clicking Print Preview button will show a preview of drawing. If it issatisfactory, click Print. If not, click Print Settings and go back to review setting. PRINTING/EXPORTING

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PRINTING/EXPORTING

Exporting to Excel and Other File Formats:1) After generating report, Click

File/Export button.2) Export form will pop up. Choose file

format eg. Excel, from Format drop down list.

3) Click Export.

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PRINTING/EXPORTING

Exporting to Excel and Other File Formats:1) Select your file location.2) Give file a name.3) Click Save.

Troubleshooting

• Connecting to Vision– Confirm you are using Windows Internet Explorer– Confirm you are using correct login & password

• Refreshing Screen– Close off the operation and restart the Vision FM database

• Support ContactMichael LeBrunSpace Co-ordinatorFacilities Management & [email protected](613) 520-2600, ext 1226

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