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Real Estate Portfolio Management / Cost Chargeback & Invoicing

Associating Groups and Leases

Typically, the ARCHIBUS system creates records in the Groups table when a CAD specialist draws group areas (asset symbols) on a floor plan drawing using the Windows CAD environment. These group asset symbols can represent departmental areas or common areas. However, you can also develop a group list, an alphanumeric group inventory that does not include a floor plan drawing.

As the Business Process Owner, there are two tasks for working with groups from the Real Estate Portfolio Management domain. These tasks can be used to develop information for your groups whether you are creating your group inventory using a group list or a group plan.

• Associate Groups with Leases task: Use this task to add a new group for a selected lease, or to develop information for group records. For example, you could add the division and department or the Prorate field for a group associated with a lease.

  Note: Many sites typically develop group area asset symbols in CAD, which will create Group records. However, if you add a group using the Associate Groups with Leases task, and you have a floor plan drawing for the floor the group is on, your CAD specialist will need to draw the group and associate it with the Group record you create.

• Associate Leases with Groups task: Use this task to associate a lease with an existing group. You can also add a division and department for a group. You can view the chargeable area for a group. The chargeable area is calculated by the Charge Back Costs action.

Associating Groups with Leases

The Associating Groups with Leases task enables you to associate a new group with a lease, and to review or edit information for groups already associated with a lease.

To a new group and associate it with a lease:

1. In the Process Navigator, select Business Process Owner/Associate Groups with Leases.

   A list of your leases appears.

2. Select a lease from the list. If needed, use the Smart Search to locate the lease. See Restricting Data Using the Smart Search Feature.

   The Groups section shows a list of groups associated with the selected lease.

3. To add a new group for the lease, click Add New.
4. In the Define Group pane, select the Building and Floor for the group.
5. In the Define Group pane, complete the following information as needed:
   • Group Number - The Group Number holds a descriptive name for the group, such as FINA (finance area A), or ACCT2 (accounting section 2). This value identifies groups to the user, whereas the "Group Code" value is a numeric value assigned by the system to identify the group.
   • Group Std. Code -- If you wish to organize your groups by type, choose a standard from the list of existing group standards. For information on developing group standards, see Defining Group Standards.
   • Div/Dept Code -- If the group represents a specific department, complete these fields by choosing from the list of existing divisions and departments.
   • Prorate -- If this group is a common area (such as a lobby or kitchen) and you plan to charge departments for the use of this group, set this field to Floor, Building, or Site to indicate if the departments on this floor, in this building, or throughout the site pay for this area. For more information, see .Specifying Groups as Common Area.
6. Additionally, note these fields which you cannot edit:
• Area -- When the CAD specialist depicts the group in a floor plan drawing, the system records the area value in this field.
• Group Code -- The system automatically generates this value when the group is created. Users typically ignore this field and use the descriptive Group Number field to identify groups.
• Group Common Area: This field is calculated for group's having a division and department assigned to them. The group common area is calculated as: 

  Pct. of Rm. Floor Comn + Pct. of Rm. Building Common + Pct. of Rm. Site Common.

7. Click Save in the upper right corner.

Editing information for groups associated with leases

You might need to add additional information for a group, or to update information. For example, when CAD specialists draw groups and associates them with a lease, they might not have the information for the division or department, or know the correct proration for the group. You might also have a group list without a drawing, and need to update information as your space inventory changes. You can enter information such as this when working with the Associate Groups with Leases task.

To edit information for a group associated with a lease:

1. Select Business Process Owner/Associate Groups with Leases task.

   A list of your leases appears.

2. Select the lease for the group for which you want to update information. If needed, use the Smart Search to locate the lease. See Restricting Data Using the Smart Search Feature.

   When you select a lease, the groups that are associated with the lease appear in the Groups section beneath the Leases section.

3. Select a group from the list.
4. In the Groups pane, update information for the group. For example, enter the Division or Department, or enter the Prorate field.
5. Click Save.

Associating Leases with Groups

The Associating Leases with Groups task enables you to associate an existing group with a lease. You can also edit information for the group record, and view the chargeable area calculated by the Charge Back Costs action.

To edit group information and add a lease for a group:

1. Select Business Process Owner/Associate Leases with Groups task.

   A list of all your groups sorted by Division and Department appears.

2. Select a group to edit from the list.

   The information for the group, including the chargeable area, appears in the Edit Group section on the right.

3. To associate the group with a lease, select the lease from the Lease Code list.
4. Edit additional fields as needed. The Area and Group Common Area cannot be edited as they are derived from the CAD drawing for the group. The Chargeable area is calculated by the Charge Back Costs action.

   Note: The Building/Floor Code -- These fields indicate the building and floor in which the group is located. Typically,if the group exists on a floor plan drawing, you should not need to edit this information from Web Central. If the group exists on a floor plan drawing that represents a specific floor within the building, the building and floor assignments should be changed in the CAD environment. If you are maintaining only a list of your groups (without a floor plan drawing), then you can select this information here.

5. Click Save.