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Adding Building Asset Records by Ohio

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									                                FAMS DESK AID – REAL ESTATE SERIES (1) – 07/01/06
                                                    ADDING BUILDING ASSET RECORDS

GENERAL NAVIGATION

Home Key – Returns the cursor to the top of the screen.                                               Tab Key – moves the cursor forward one field.
F1 Key – provides definition of the current filed                                                     Shift/Tab Key – moves the cursor backward one field.
F3 Key – returns you to the original screen
# - This character allows you to display your assets in sequential order when used in the inquiry asset number field.
F11 Key – takes you to the previous sequential asset number when using the # in the inquiry asset number.
F12 Key – takes you to the next sequential asset number when using # in the inquiry asset number field.
F4 Key – From the major input screens (UA, UB UC, UQ, AT & AR), pressing the F4 key will take you through a series of supplemental screens: UU, LC, FS,
UM, US, UN, AN, LI, UF, UI, UR, UV, UB & UC.
F4 Key – From the MU screen, pressing the F4 key will take you through a series of supplemental screens: MA, MB, MI, MF, MG, MH & MI.
UA screen – To set-up (add) any asset types (except asset type 5).
UB screen – To set-up (add) and change assets (except asset types 1, 2, and 5).
UC screen – To change any asset types (except asset type 5). The financial data fields of asset types 1 or 2 can not be changed on this screen.

HELPFUL TIPS ON ADDING A BUILDING ASSET RECORD on the UA, UB or UQ Screen

   Asset Identification Number (Asset ID No.)

                   - If building is currently not in FAMS, three records will need to be added - two Building records with B as the
                     first character of the ID number and one Land Improvement record with A as the first character of the ID
                     number. Using OBM’s guideline, the total cost of the building will be divided into a separate record for
                     General Construction (30%), Other Construction (60%) and Land Improvement (10%). The last two characters
                     of the number will depend on the record type and can be found in the table below (refer to User Guide pages
                     B- 16, B-59 and B-62):

                                                                                     FAMS CATEGORY
                                 RECORD TYPE             ASSET ID FORMAT
                                                                                         CODE
                             General Construction
                                                             BXXXXXXX00                  8200 or 8300
                             (30% of Total Cost)
                             Other Construction
                                                             BXXXXXXX09                  8209 or 8309
                             (60% of Total Cost)
                             Land Improvement
                                                             AXXXXXXX00                       9600
                             (10% of Total Cost)


   Category Code
                   - Enter the FAMS category code based on Construction in the table below:


                                                                                                                LAND IMPROVEMENT
                                     GENERAL CONSTRUCTION                    OTHER CONSTRUCTION
           CONSTRUCTION                                                                                          (10% of Total Cost of
                                      (30% of Total Cost of Bldg)            (60% of Total Cost of Bldg)
                                                                                                                        Bldg)
         Brick/Concrete Block                        8200                                 8209                              9600
         Metal                                       8300                                 8309                              9600
         Metal/Frame                                 8300                                 8309                              9600
         Frame                                       8300                                 8309                              9600
         Steel/Block                                 8200                                 8209                              9600
         Concrete Block                              8200                                 8209                              9600
         Brick/Wood                                  8300                                 8309                              9600


   User Description

                   - Enter the description of the building.
   Lev3 - Site
                   - Enter the 3-digit code that represents the site address.
  Lev4 – Location (Locn)
               - Enter the four-digit code that represents the building number.

  Institution/Division (Inst/Div)
               – Each time you add a real estate record to FAMS and you are one of the four agencies listed below that maintain
                 all of your real estate asset records in one database, then use the corresponding FAMS Agency Code and enter it
                 into the Inst/Div field:

                              Agency                   DAS           DNR           DRC            DYS
                          FAMS Agency Code             0DAS          6DNR          4DRC           1DYS


  Acquisition Date (Acq Date)
               - Enter the date the asset was acquired in MMYYYY format.
  Base Cost
               - Enter E if the acquisition date is unknown and estimated. If left blank, this field will default to N.

  Ohio Asset Type
               - Enter 1 if the Base Cost is > $15,000.00 or 3 is Base Cost < $15,000.00

  Estimated Date (Est Date)
               - Enter the historical amount of cost at the time of acquisition. Donated assets are assigned a fair market value
                 based on the acquisition date.
  Value Method (Val Mth)
               - Enter 1 if the base cost is the actual cost at the time of acquisition. Enter 2 if the historical cost is unknown and
                 is estimated. Enter 3 for donated assets using fair market value.
  Fund Source (Fund Srce)
               - Enter the CAS funding source. Enter 999 if the source is unknown and the acquisition date is before 7/01/87.
                 Enter GRF if the source is unknown and the acquisition date is after 7/01/87. Enter DON if donated.
  Budget Fund Group (BFG)
               - Enter the CAS budget fund group. Enter 999 if source is unknown and the acquisition date is before 7/1/87.
                 Enter GRF if the source is unknown and the acquisition date is after 7/01/87. Enter DON if donated.

ENTERING ADDITIONAL BUILDING INFORMATION on the NC Screen

After adding your initial building record on the UA, UB or UQ screen, specific category codes will cause the system to
display the message “Press the F4 Key to continue.” Pressing the F4 key will cause the NC screen to be displayed. The
NC screen will allow you to continue to enter the following required real estate data:

  Year Built (Risk)
               - Each initial building record requires the year built to be entered. Enter year building was built in YYYY format
                 on the General Construction asset record.

  Square Feet (Sq Ft)
               - Each initial building record requires square feet to be entered on the General Construction asset record. Enter
                 the total number of square feet for all floors above ground in a new building. Areas below ground that are
                 used for something other than utilities and storage should also be included in the total square feet. When a
                 building is improved and square footage is added, enter the additional amount of square feet on the “building
                 improvement asset record.”

								
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