Prisma

2.1 PRISMA Property and Space Management Applications

The Property Portfolio application is the nucleus or center of the PRISMA system. It provides the central storage area for all of your organization’s redundant facilities data, including information about properties and buildings as well as organizational structure and personnel data.

Key features of the Property Portfolio allow you to

• Manage facilities using a top-down approach to include all properties, buildings, floors, areas and rooms.

• Create a personnel directory and organizational hierarchy.

• Create manufacturer and vendor directories.

• Track vendor contracts.

• Organize properties by location.

• Set up a list of countries and their individual regions.

• Build user-defined standards for building attributes, services, classifications, zones, and representatives.

• Specify space definition standards and alternative sizes.

• Create personnel standards for job status’ and definitions.

• Track physical locations of personnel and internal organizations as well as specify space charge backs.

• Create charge account numbers to be used for charge backs and billings.

Property Portfolio application is accessed through the Property/Organization menu within the PRISMA for Windows main screen. You can track two types of information using this application…property information and organizational structure. Property information allows you to identify specific properties, buildings, floors, and rooms as well as building standards, countries, regions, and maintenance vendors. Organizational structure allows you to identify information such as charge accounts, space and personnel standards, organizational hierarchy and personnel.

Although unnecessary, it is recommended that organizational information be defined first. This information can then be used when defining property information. For example, you can assign organizations and personnel to specific locations if these items have been predefined. When you define property, it is recommended that you first define countries and regions, maintenance vendors, building standards, and then properties, buildings, floors, areas, rooms or sub locations. If you do not wish to use this top-down approach, all PRISM Applications allow you to enter information on the fly when it becomes available or convenient. Information that is entered will immediately become available for use within all other applications and windows.

All of PRISMA’s modules are centered on a Property Portfolio nucleus that pools your facilities data and shares information with other modules seamlessly. This centralized design allows fast, global access to your critical information and eliminates redundant data entry. Generally, the Property Portfolio stores information about your organization’s entire portfolio of properties, physical locations, personnel, vendors, organizational hierarchy, and more. Users with the appropriate access levels define building services, vendor contracts, and other primary information.

2.1.1 Properties

Properties are at the highest level of your property structure. They can consist of just one building or can encompass an entire campus with multiple buildings. Since properties are user-defined, you can define them to best meet your organization’s needs.

Fig 2.1: Property Portfolio

The Land feature allows users to define information for any land associated with the currently selected property. Large tracts of land can be subdivided into lots and pertinent information such as owners, attributes, area, and zoning codes, can be maintained and tracked.

2.1.2 Buildings

Buildings are the second level of your property structure. After you have defined a property and land, you can define the buildings that are located on that particular property.

Fig 2.2: Buildings Portfolio

When you define a building’s details, you enter its classification, zoning, value, insurance, and acquisition or disposal dates. You are also able to define a building by assigning it specific building standards such as services and attributes as well as representatives and vendors.

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Also, users can assign vendors to a building. Defining maintenance vendors within buildings allows you to specify which vendors are providing maintenance in particular buildings. In addition, you can define vendor contract information, including multiple contracts for individual vendors.

2.1.3 Floors

Floors are the third level of your property structure and they are defined after properties, land, and buildings.

Fig 2.3: Floors

Within the Floors section of Property Portfolio menu, you may identify the organizational units or owners that occupy space on a selected floor. When you do this, you can charge the organizational units for the amount of space they occupy.

2.1.4 Rooms/Sub locations

Rooms and sub locations are the fifth level of your property structure. The Rooms/Sub locations section of Property Portfolio allows you to define rooms or sub locations as well as bin and shelf locations within a selected area. You can also assign personnel to the rooms or sub locations and set up charge backs to particular organizational units.

Fig 2.4: Rooms Portfolio

Within the Rooms/Sub locations section of Property Portfolio, you identify organizations that occupy space in a selected room or sub location. When you do this, you can charge the organizations for the amount of space they occupy. Within a selected room or sub location, you can also assign personnel (employees) and assets to that physical location.

Room