prisms v2 user documentation - syncadd

PRISMSPro-Active Real Property Interactive Space Management System

User DocumentationVersion 2.01

Prepared by:Syncadd Systems, Inc.Phone: (808) 941-8286

Website: www.syncadd.com

Table of Contents

Chapter 1: Introduction ................................................................... 1

Chapter 2: Workspace Query .......................................................... 6

Chapter 3: SUR Query ................................................................... 10

Chapter 4: General Query ............................................................. 13

Chapter 5: Facility Query .............................................................. 20

Chapter 6: Demo Archive .............................................................. 23

Chapter 7: Warehouse Query ....................................................... 26

Chapter 8: Graphics ....................................................................... 30

Chapter 9: Organization Tree ........................................................ 38

Chapter 10: Building Dashboard .................................................. 39

Chapter 11: FAQ ............................................................................. 43

Chapter 1 IntroductionWhat is PRISMS?

To fight today’s war on terrorism, the Army is transforming into a more flexible, deployable, lethal and responsive force. To meet this paradigm shift, installation management must also change to better plan, analyze, make decisions, operate, exe-cute and monitor its actions to meet requirements and achieve desired end states.

The Pro-Active Real Property Interactive Space Management System (PRISMS) is a dynamic database that manages Real Property information. Data is searchable and can be orga-nized to provide customized reports for users.

Login

To access PRISMS you must first login. •Follow the link provided to you to access PRISMS on your intranet.

Figure 1-1 Login and PRISMS main page

PRISMS User Documentation 1

•Key in the User Name assigned to you. •Key in Password.•Click Login

Exit System

To close PRISMS click the Exit button located on the main menu.

Figure 1-2 Exit button

Application Layout

PRISMS has six query modules to assist you in finding the information you need. They are:

•Workspace Query - Calculations on workspaces.•SUR Query - Calculates Space Utilization Ratios•General Query - Displays available information down to person level•Facility Query - Finds information for the entire building•Demo Archive - Finds demolition information•Warehouse Query - Searches and displays available information about Ware-houses.

Please Note: See the respective sections for more information on the capabilities of the different queries. You may also check the FAQ located at the end of this User Doc-umentation. It contains answers to frequently asked questions about using the differ-ent PRISMS queries.


Terminology

The following is a glossary of terminology and common features for this user docu-mentation.

Figure 1-3 Terminology Examples

•Data Grid – A grid that displays data•Check Box – An option box to check on or off when selecting data wished to be viewed

•Text Box – An entry field to key in information•To use, simply click within the text box, which will call up a cursor. When the cursor appears, you can then key in information.

•Scroll Bar – A bar used to scroll information on a data grid•To use, simply click and drag the bar between the up & down or left & right arrows on the scroll bar to scroll through data on a data grid. “Click and Drag” means to left click and hold while dragging your in the direction of choice.

•Button – A button used to enable actions when clicked on•Tree – A format of organizational hierarchy or building structure•Drop Down Menu – A pick list for selecting information


•To use, simply click on the down arrow, which will display a list of informa-tion options to select. Click on any information option desired and that will be your selection.

Figure 1-4 Drop Down buttons

•Multi-select - Some drop down menus have a “multi-select” capability (see Figure 1-4). If a drop down menu has this function you may hold down the Ctrl key and click multiple items in the same field (e.g. two different Instal-lations). Please be aware that multiselecting in certain fields will prevent you from selecting items in other fields. For example, if you select more than one Installation you will not be able to select a Building.

Calculations

The following calculations are used in PRISMS:•Explanation of NSF •Explanation of GSF •SUR Algorithm

Explanation of NSF

NSF (Net Usable Area): The net square footage calculation is based on a definition in the AR 405-70 Utilization of Real Property manual. In the glossary section of AR 405-70 (9 Dec 2005) on page 26, the definition reads:

The usable space in a room, or, summed, the usable space on a floor or in a build-ing.

PRISMS calculates NSF to be total of all workspaces with a Space Category of Office, Special, or Storage. If the building contains Warehouse workspaces, the Warehouse Net is added to the NSF.

The previous version of AR 405-70 (15 Sep 1993) on page 16 explained NSF as:


That area defined as gross square footage, less space occupied by outside walls, interior partitions, stair towers, elevator shafts and machinery, toilets, telephone and communications closets, basement and attic space unsuitable for use, per-manent hallways and corridors, and rooms (mechanical) housing machinery or equipment for heating, ventilating or air conditioning, and for furnishing light, power, and water supply for the building. (16)

Explanation of GSF

GSF: The gross square footage calculation is based on a definition in the AR 405-70 Utilization of Real Property manual. In the glossary section of AR 405-70 (9 Dec 2005), the definition reads:

All floor area (including all openings in floor slabs) measured to the outer surface of exterior or enclosing walls. It includes full areas of all basements, on-grade and above grade floors, service and equipment rooms, boiler plant and heater rooms, mezzanines, penthouses, halls, vestibules, stairwells, enclosed passages and walks, finished usable space with sloping ceilings (such as attic space) having 7 feet or more headroom, and appended covered shipping or receiving platforms at truck or railroad car height. Also included in gross floor area, but calculated on one-half of actual floor area, are covered open porches, passages and walks, with appended uncovered receiving and shipping platforms at truck or railroad car height. (25)

PRISMS calculates GSF to be total of all floor areas + 1/2 Exterior space.

SUR Algorithm

The SUR Query module calculates Space Utilization Ratios. The algorithm is:


Chapter 2 Workspace QueryThe Workspace Query module performs a variety of calculations on workspaces. For example, you could search for the total Gross Square Feet (GSF) for a particular Orga-nization. You could also find the Net Square Feet (NSF) of Administrative (ADMN) spaces at a particular Installation.

The Workspace Query module can export results to a Microsoft® Excel spreadsheet for saving or printing. It also has a link to the MC2 Building Dashboard which can show complete building or floor data for a particular result item.

Figure 2-1 Workspace Query button

On the main PRISMS page there is a row of DATA QUERY buttons. To access the Workspace Query module:

•Click the Workspace button


Figure 2-2 Workspace Query

The Workspace Query module will appear. To perform a Workspace Query: •A. Select from the following drop down menus:

•Installation - Filters results by the Installation selected•Building - Filters results by the building selected (this drop down is only usable if one Installation is selected)

•FCG•Catcode•Space Type - You can only query on these four space types:

1.Office 2.Special 3.Storage 4.Warehouse


•NSF - Select either >= (greater than or equal to) or <= (less than or equal to) from the drop down menu. Then key in the NSF you want to limit your search by. (Do not key in commas or decimals.)

•GSF - Select either >= (greater than or equal to) or <= (less than or equal to) from the drop down menu. Then key in the GSF you want to limit your search by. (Do not key in commas or decimals.)

•B. Organization - Click the Pick button to select an Organization from the Orga-nization Tree.

•C. Clear - Clears all information selected in the above fields.•D. The following are options of what data to display. Select at least one of the fol-lowing boxes:

•Installation•Building - Selecting Building will automatically select Installation •FCG•Space Type•Catcode•Org•Construction Code (P, S, T) - Only available if Building also selected•Historical - Only available if Building also selected•Date Surveyed - Only available if Building also selected

•E. The following are calculation options to perform on the data. Select at least one of the following check boxes:

•NSF•GSF•Workspace Count - The count is the number of workspaces in your query (e.g. The number of workspaces for a particular building).

•UPH Capacity•Building Net/Gross - Only available if Building also selected (above). Selecting Building Net/Gross will display the Net to Gross ratio.

•F. Search - Click this button to perform the search based on the choices made.


Figure 2-3 Workspace Query - search results

After performing a search: •G. Search Results - The search results display in this area. Data displayed is dependent on selections made above.

•Click on a column heading to sort results by that column•H. Export to Excel - Exports search results to an Excel spreadsheet.•I. Bldg Dashboard - Link to the MC2 Building Dashboard information. (Click the link for more information on navigating the Building Dashboard.)

•Highlight the result you wish to view •Click the Bldg Dashboard button.

•J. Close - Closes the Workspace Query module


Chapter 3 SUR QueryThe SUR Query module calculates Space Utilization Ratios. The algorithm is:

Figure 3-1 SUR Query button

On the main PRISMS page there is a row of DATA QUERY buttons. To access the SUR Query module:

•Click the SUR button.


Figure 3-2 SUR Query module

The SUR Query module will appear. To perform a SUR Query:

Please Note: None of the fields are required. Leaving the form blank and clicking Search will display all available SUR results. Select from options below to narrow down results.

•A. Installation – Select the desired Installations from the drop down menu. •B. Building – Select the desired buildings from the drop down menu. Selecting an Installation and Building only will publish the SUR of the entire building.

•C. Organization – Click the Pick button to select an Organization from the Orga-nization Tree

Please Note: To get the total SUR of an Organization, select the Organization only. (Do not make any other selections.)

•D. Optional Fields - Checking on a box will break out data by that field: •Catcode - Breaks out information by Catcode•Organization - Breaks out information by Organization•Parent - Breaks out information by Parent Organization•Floor - Breaks out information by floor


•Non-Admin Catcode - If you want to do a query for all catcodes, check this check box. Leaving this box unchecked results in the calculation applying to only the following four catcodes:

•14182•14183•14185•61050

•Available Space •E. Search – Performs a search based on selections made•F. Clear – This button will clear all information picked.

Figure 3-3 SUR Query - search results

After performing a search: •G. Search Results - The search results will display in this area.

•Click on a column heading to sort results by that column•Results are dependent on checkboxes selected. Results include:

•H. Export to Excel - Exports search results to an Excel spreadsheet.•I. Bldg Dashboard - Link to the MC2 Building Dashboard information. (Click the link for more information on navigating the Building Dashboard.)


•J. Close - Closes the SUR Query module

•Installation •Organization •People

•Building No •Parent Org •SUR %

•Catcode •Office •Available Space

•Floor No •Special

•Space Type •Storage


Chapter 4 General QueryThe General Query shows all available information for your search results down to the person level.

Figure 4-1 General Query button

On the main PRISMS page there is a row of DATA QUERY buttons. To access the General Query module:

•Click the General button.


Figure 4-2 General Query module - search filters

The General Query module will appear. •A. To perform a General Query, select desired options from the various filters available to narrow down your search:

•Installation (drop down box)•Building (drop down box)•FCG (drop down box)•Catcode (drop down box)•Space Type Code (drop down box)•In Use (drop down box - select All, In Use or Not In Use)•Organization - Click the Pick button to select an Organization from the Organization Tree

•Org UIC (drop down box)•Capacity (drop down box)•Click the Search button to search based on your selections or click the Clear button to clear the form of all selections made.


•C. Click on to highlight a building, floor, or workspace in the search results tree to view its details

Figure 4-4 Partial Survey Log

•Clicking on a building will allow you to view a log detailing partial surveys. Click View Partial Survey Log

Figure 4-3 Expand / Collapse

•B. Search results will display here in tree form. Click the Expand button to expand all branches of the tree. Click the Collapse button to collapse the tree.


Figure 4-5 More POCs

•If there are multiple POCs for a building, click the More POCs button to view all the POCs.

Figure 4-6 Export Excel options

•D. Export To Excel - click this button to export the search results to an Excel spreadsheet. Choose to display one of the following formats from the drop down box and then click OK:

•Tree - Data will display exactly as shown in the search results window.

Please Note: If you wish to display the fully expanded tree, click Expand before you click Export To Excel

•Building - Data will display down to the building level. Data included:

•Installation •Area

•Building No •Employee Count


•Floor - Data will display down to the floor level

•Workspace - Data will display down to the workspace level

•E. Bldg Dashboard - Link to the MC2 Building Dashboard information. (Click the link for more information on navigating the Building Dashboard.)


•F. Show Map, Show Floor Plan, Show Space Plan - Depending on what is selected (Installation, Building, Floor, or Workspace) you will have the option to view an Installation Map, floor plan, or space plan.

•Installation •Area

•Building No •Employee Count

•Floor No

•Installation •Catcode

•Building No •Space Type

•Floor No •Area

•Workspace No •Employee Count


Figure 4-7 Show Map

•Selecting an Installation •Displays Show Map button •Click to view its Installation Map (Show Map). See the Graphics chap-ter for information on navigating the SynApps Viewer.

•Selecting a Building •Displays Building information in the right pane (if available). Columns data can be sorted; click on the column heading to sort by the column.•Displays Show Map button •Click to locate it on an Installation Map (Show Map). See the Graph-ics chapter for information on navigating the SynApps Viewer.


Figure 4-8 Show Floor Plan and Show Space Plan

•Selecting a Floor •Displays Floor information in the right pane (if available). Columns data can be sorted; click on the column heading to sort by the column.•Displays the Show Floor Plan and Show Space Plan buttons•Click to view its floor plan or space plan. See the Graphics chapter for information on navigating the SVG Viewer.

•Selecting a Workspace •Displays workspace information in the right pane (if available).•Displays the Show Floor Plan and Show Space Plan buttons•Click to locate it on a floor plan or space plan. See the Graphics chap-ter for information on navigating the SVG Viewer.

•G. Close - Closes the General Query module


Chapter 5 Facility QueryThe Facility Query will find information for an entire building. Examples of searches you can perform using the Facility Query are:

•Find all Warehouses that have Administrative space•Query for Warehouse FCG 44210•Scroll through list to see Administrative spaces

•Find all Weapon Rooms in buildings with over 10,000 sq. ft. (The Facility Query will display sq. ft. for the entire building. The Workspace Query will only find the sq. ft. for the weapon rooms themselves.)

Figure 5-1 Facility Query button

On the main PRISMS page there is a row of DATA QUERY buttons. To access the Facility Query module:

•Click the Facility button


Figure 5-2 Facility Query

The Facility Query module will appear. •A. Use the drop down boxes to build your search:

•Installation •Building •Space Type•Catcode•FCG•Bldg GSF•Bldg NSF

•B. Click the Search button to find results based on your selections •C. Click the Clear button to clear the form of all selections made.


Figure 5-3 Facility Query - search results

•D. Results will display. Unshaded and shaded fields alternate to separate build-ings (e.g. In the example above, the result for building number 79 is white; all results for building 80 are shaded)

•E. Click Export To Excel to export search results to an Excel spreadsheet. •F. Bldg Dashboard - Link to the MC2 Building Dashboard information. (Click the link for more information on navigating the Building Dashboard.)


•G. Click the Close button to exit the Facility Query module.


Chapter 6 Demo ArchiveThe Demo Archive can search for and display demolition information.

Figure 6-1 Demo Archive

On the main PRISMS page there is a row of DATA QUERY buttons. To access the Demo Archive module:

•Click the Demo Archive button


Figure 6-2 Demo Archive module

The Demo Archive module will appear.

•A. To perform a search, use the search filters located at the top of the module: •Installation - Select from the drop down menu•Building - Select from the drop down menu•Year - Select from the drop down menu

Please Note: If you want to find all demo information available, leave the search filters defaulted as “All”

•B. Click Search to perform a search using the selections made (if any)•C. Click Clear to reset the search filters (default is “All”)•D. Search Results - Matching search results will display in the data grid. Informa-tion displayed includes (if available):

•Installation•Building No.•Date Built


•Date Destroyed•E. Building Details - Click to highlight a building a details about the building will display. Information displayed includes (if available):

•GSF - Gross Square Footage for the building•Space Use Net •Arch Net•Floor - Displays area and Structure Loss per floor •Catcode - Displays Arch Net per Catcode•Organizations - Displays Organizations and their Parent Orgs and Space Use Net

•Space Type - Displays Area per space type•Building Photos - Displays building photo. If multiple building photos exist, use the Prev and Next buttons to scroll through all photos.

•F. Export to Excel - Click to export data to an excel spreadsheet. •G. Show Map - Locates building on an installation map

•Click to highlight the building you wish to locate•Click Show Map

•H. Close - Closes the Demo Archive module


Chapter 7 Warehouse QueryWarehouse information in the PRISMS database may be viewed and exported to an Excel spreadsheet.

On the main PRISMS page there is a row of DATA QUERY buttons. To access the Warehouse Query:

Figure 7-1 Warehouse button

•Click the Warehouse button


Figure 7-2 Warehouse module

The Warehouse module will display. To perform a search: •A. Installation - Select from the drop down menu (the default is set to All, i.e. all results will return)

•B. Search - Click this button to perform a search based on the selection made. •C. Clear - Click this button to clear the selection made in the drop down menu•D. Search Results. Data fields include:

•Installation - The Installation the building is on.•Building No - The Building number•Organization - The Organization the warehouse is assigned to•Catcode - The Warehouse’s catcode•GSF - The total gross square footage of the entire building. This is the “GSF” field from the “BLDG_GSF” view.

•Out Granted - Sum of all workspaces that are NOT of the Space Type “Warehouse” or “Exterior”. This number is adjusted by Structural Loss Ratio.

•Structural Loss. Items that cause structural loss such as columns are usually found throughout the structure. If these items fall within a work-space, their area is NOT subtracted out of the area for that workspace. To account for structural loss a ratio was developed to distribute the structural loss throughout all workspaces. To calculate the ratio:


•Unusable - The total space in the building that is not OUTG, OSUP, WASP, WSUP, PSTO, WSTO, ASLE, WSNA. The formula for calculating Unusable space is:

GSF - (OUTG*RATIO) - ((ASLE+OSUP+PSTO+WASP+WSNA+WSTO+WSUP) * RATIO

•Gross Area - The gross square footage of the warehouse. This only includes the warehouse spaces, not the entire building. The gross of the warehouse is calculated by:

GROSS = GSF - (OUTGRANTED*RATIO) - UNUSABLE•ASLE - The sum of all workspaces in the workspace table with a space type code of ASLE. This number is adjusted by the Structural Loss Ratio.

•S. LOSS - Structural Loss. The sum of the slos in the floor table. •WSUP - The total area of Warehouse support space used in the ware-house. This is the sum of all workspaces in the workspace table with a space type of WSUP. This number is adjusted by the Structural Loss Ratio.

•WASP - The total area of Warehouse Admin Support used in the ware-house. This is the sum of all workspaces in the Workspace table that have the space type code of “WASP”. This number is adjusted by the Structural Loss Ratio.

•OSUP - The total area of Other Support used in the warehouse. This is the sum of all workspaces in the Workspace table that have the space type code of “OSUP”. This number is adjusted by the Structural Loss Ratio.

•WSNA - The total area of aisles with racks overhead. This is the sum of all workspaces in the workspace table that have the space type code of “WSNA”. This number is adjusted by the Structural Loss Ratio.

•NET - The total area of Warehouse Storage: actual space used for storage. This is the sum of all workspaces that have the space type code of “WSTO” plus 65% of workspaces with space type code of “PSTO” plus 50% of work-spaces with space type code of “WSNA”. This number is adjusted by the Structural Loss Ratio.

NET = WSTO + (0.65 * PSTO) + (0.50 * WSNA)•N/G - Net to Gross ratio of the warehouse. This field is calculated from the NET and GROSS fields. The assumed net-to-gross ratio for warehouses by the Army is 65%.

•E. Export to Excel - Click this button to export the data to an Excel spreadsheet.


Figure 7-3 Save File

•Find the location to save the file•Type in a File Name•Click the Save button

•F. Bldg Dashboard - Link to the MC2 Building Dashboard information. (Click the link for more information on navigating the Building Dashboard.)


•G. Close - Closes the Warehouse module.


Chapter 8 GraphicsThe PRISMS Show Graphics feature displays installation maps or floor plans for selected results from the General Query.

•Maps are shown in the SynApps Viewer •Floor Plans and Space Plans are shown in the SVG Viewer

SynApps Viewer

The SynApps Viewer displays installation maps. To view a map: •Click on to highlight an Installation or Building in the General Query search results

•Click the Show Map button

Figure 8-1 SynApps Viewer


Components of SynApps Viewer

•1. Refresh Button •2. Layer Control List •3. Map Pane•4. View Control and Tools•5. Status Line•6. Scale Bar•7. Overview Map

1. Refresh Button - Updates the map and displays all the map lay-ers that have been selected in the Layer Control List.

2. Layer Control List - The Layer Control List contains all of the layers that have been selected from the Map Layers list.

Figure 8-2 Layer List


•Map Layers - A map is a customized composite of various layers that present a graphical presentation of information. By placing information on different layers (based on attributes) you have more flexibility in turning on or off data to create a map that meets your criteria. For a list of map layers available (Layer List), simply select the Enable/Disable Layers tool (see above figure).

•Active Layers - An Active Layer is any layer that is depressible. See below to dif-ferentiate between a depressible and non-depressible layers.The Active Layer activates the following tools:

•Information tool•Query Layer tool

•Depressible Layer - The Building layer is a depressible layer that has a 3D look to it. It can be selected to be the active layer.

•Non-depressible Layer - The Building by Facility Class layer is not a depressible layer and therefore cannot be selected as an active layer.•Turning Layers On or Off - To turn a layer on or off, click the check box to the left of the layer name. Then click Refresh to update the map with your changes.

3. Map Pane - displays the installation map and is manipulated by the Layer Control List as well as the Query Filters. It is also where features can be identified by selecting the Info tool. Refer to View Controls and Tools.

4. View Control and Tools - A row of buttons located at the bottom of the SynApps viewer.

Their functions are: •A. Fit Extents - Used to make the entire map or design file image fit in the Map Pane.•B. Information - Select an active layer and click this button to display available information from MC2.•C. Query - Populates the Query Filter Pane with the selected layer’s associated query form. The query form contains data filters that are rele-vant to the selected active layer and enables you to filter the data that is

displayed on the map.•D. Clear Query Layers - Clears all queries selected and the highlighted graphics.


•E. Measure Distance - Allows you to measure the distance between two points on the map. •F. Pan View - Moves the map in any direction. Use the mouse to click and drag to the desired location.•G. Print - Prints a copy of the map or design file in the graphics viewer.

•H. Zoom In - Increases the magnification of the map within the Map Pane.•I. Zoom Out - Decreases the magnification of the map within the Map Pane. •J. Zoom to Window Area - Allows you to set the rectangular boundaries of a selected area to be displayed within the Map Pane.•K. Previous View - Undoes the last viewing operation and return you to the previous view.•L. Enable / Disable Layers - Adds or removes map layers from the Layer Control List. Allows users control over the list of layers that are displayed.•J. Toggle Overview Display - Displays the entire map in a small window located in the upper right hand corner. A red locator window within the Overview Display indicates where you are in relation to the entire map.

Users may also select a location on the Overview Display and the image within the Map Pane will reflect that selected location.

•K. Snapshot - Saves the image to the specified size on your computer. The default size is 1024 x 768.•L. Help - Displays user documentation for the Synapps Viewer.

5. Status Line - The Status Line is used to relay information to the user. It displays each tool name as you mouse over it. It also displays the x, y coor-dinates when you move your mouse within the Map Pane.

6. Scale Bar - This gives you a visual reference as to the scale of the image within the Map Pane.

7. Overview Map - The Overview Map will always display the entire map of the installation whether you are zoomed in or zoomed out in the Map Pane.The red rectangle within the Overview Map repre-sents your current location.


SVG Viewer

The SVG Viewer displays floor plans and space plans. To view a floor plan: •Click on to highlight a Floor or Workspace in the General Query search results•Click the Show Floor Plan button

To view a space plan: •Click on to highlight a Floor or Workspace in the General Query search results•Click the Show Space Plan button

Figure 8-3 SVG Viewer - Reports

There are several tools available to assist you. The left side of the viewer is the menu bar. Components include:

•Reports - Click the Reports button to view available pre-set themes to choose from.

•Space Report - Contains organization information. •Summary Report - Contains more comprehensive information in the Leg-end.


Figure 8-4 Show Graphics - Fields

•Fields - Click the Fields button to view available fields to choose from. Checking a box will display that particular feature.

•Workspace No•Room No•Organization •Area•Catcode•Space Type•Comments•UPH Capacity •In Use•Employees •Hide Other - Checking this box will hide workspace labels for all space types classified as “Other”. (This option is only available if you first choose another field check box.)


Figure 8-5 Show Graphics - Colors

•Colors - Click Colors to view color coded information options. A legend for the different colors will display in the top right corner of the viewer.

•Organization - Check this box if you wish to color code organizations•Catcode - Check this box if you wish to color code catcodes•Space Category - Check this box if you wish to color code space catego-ries

Please Note: The SVG Viewer may take a few moments to process your request for a customized floor plan. (For exam-ple, requests to color code by Space Category or Catcode may take longer if there are many different space catego-ries or catcodes on the floor.)

During that time, you will see the word “Processing...” in the lower right corner of the floor plan. This will let you know that the floor plan is being customized.


Figure 8-6 Viewer buttons

At the bottom of the Show Graphics viewer is a row of buttons. Their functions are: •A. Arrow - returns the mouse pointer to an arrow. Click this button to deselect a previously selected function (e.g. Zoom In)•B. Fit Extents Used to make the entire map or design file image fit in the Map Pane.•C. Pan View - Moves the map in any direction. Use the mouse to click and drag to the desired location. •D. Zoom In - Enlarges the image in the map or design file by a factor of two.•E. Zoom Out - Reduces the image in the map or design file by a factor of two. •F. Zoom to Window Area - Enlarges a selected area to fit the map pane. Use the mouse to click and drag a box around the area to be enlarged. •G. Bigger Text - Enlarges text size. Click this button to increase the font size for all text on the image in the graphics viewer. •H. Smaller Text - Reduces text size. Click this button to decrease the font size for all text on the image in the graphics viewer.•I. Move Text - Moves selected text. Click on the text you wish to move and drag it to the desired location. •J. Toggle Legend - Toggles the legend located in the upper right corner of the graphics viewer on and off •K. Print - Prints a copy of the map or design file in the graphics viewer.

•L. Save - Saves the floor plan and the legend as two separate images. This allows users to place the images however desired.•M. Clear Drawing - Clears any selections made•N. Close - Closes the Show Graphics viewer.



Chapter 9 Organization TreeIf you want to select an Organization for your query, click the Pick button on the query form. The Organization Tree will pop up in a new window.

Figure 9-1 Org Tree

A. The Organizations available to choose from are displayed in tree form.

To find the desired Organization: •Click on folders to expand them; or•B. Legend:

•{ } represent the paragraph and line number from ASIP documentation.•[ ] represents the authorized strength of the unit.•< > represents the actual number of employees found at the time of the manpower survey.

•C. Use the text box to type in part or all of the Org name and click the Search button

•In instances where there are multiple search results, continue to click the Search button to see all of the results of your search.

•Click to highlight the desired Organization•C. Click the Select button to choose the highlighted Organization•D. Click the Cancel button if you do not want to select an Organization.

Chapter 10 Building DashboardBuilding Dashboard is a new feature that allows users to quickly and easily access building and floor information.

To access the Building Dashboard module:

Figure 10-1 Building Dashboard button

From the Workspace Query, SUR Query, General Query, Facility Query, or Warehouse Query:

•Highlight the building you wish to view.•Click on the Building Dashboard button

You will be taken to the Building Dashboard for that building.


Figure 10-2 Building Information

Building information includes (if available):

The above information may be exported to a spreadsheet. •Click Export to Excel

Other features include (if available):

To use the above features, click the appropriate button to be taken to that item.

•Installation •Arch Net Sq Ft •# of People

•Building No. •Space use Net Sq Ft •# of Workspaces

•Number of Floors •Org Name •Space Utilization Net Sq Ft

•Gross Sq. Ft. •Cat Code •SUR

•Floor Plans •Show on Map •Space/Arch Report

•Building Photos •Org. Floorplan

•ISR Info •Space Report


If you wish to view floor information:

Figure 10-3 Building Dashboard button - Floor

From the Workspace Query, SUR Query, General Query, Facility Query, or Warehouse Query:

•Highlight a building’s floor that you wish to view.•Click on the Building Dashboard button

You will be taken to the Building Dashboard for that building’s floor information.


Figure 10-4 Floor Information

Floor information includes (if available):

The above information may be exported to a spreadsheet. •Click Export to Excel

Other features include (if available):

To use the above features, click the appropriate button to be taken to that item.

•Installation •Org Name •# of Workspaces

•Building No. •Cat Code •Space Utilization Net Sq Ft

•Floor No •# of People •SUR

•Floor Plans •Show on Map •Space/Arch Report

•Building Photos •Org. Floorplan

•ISR Info •Space Report


Chapter 11 FAQThe following are Frequently Asked Questions to assist you in obtaining the information you require. For more detailed instructions refer to the appropriate sections in this user documentation.

Frequently Asked Questions

•What is GSF, NSF, and ARCH?•How do I find the total square footage for an Organization?•How do I find the square footage of workspaces in a particular building? •How do I find an Installation’s total square footage for a certain space type?•The Workspace Query will find a certain space type and let me filter by NSF for that space type. For example, I can search for ADMN spaces over 10,000 square feet. But is there a way to find ADMN spaces in buildings over 10,000 square feet?

•Is there a way to query for a particular floor plan? •What is the SUR and how can I use its information? •How can I save my query results?•How do I make a color coded Org plan? •How do I customize a floor plan? •How do I export a building photo?

FAQ Answers

What is GSF, NSF, and ARCH?

Gross Square Footage (GSF), Net Square Footage (NSF) and Architectural Square Footage (ARCH) are standardized units of measurement utilized in the PRISMS appli-cation.

Explanation of GSF:GSF: The gross square footage calculation is based on a definition in the AR 405-70 Utilization of Real Property manual. In the glossary section of AR 405-70 (9 Dec 2005), the definition reads:

All floor area (including all openings in floor slabs) measured to the outer surface of exterior or enclosing walls. It includes full areas of all basements, on-grade and above grade floors, service and equipment rooms, boiler plant and heater rooms, mezzanines, penthouses, halls, vestibules, stairwells, enclosed passages and walks, finished usable space with sloping ceilings (such as attic space) having 7 feet or more headroom, and appended covered shipping or receiving platforms at


truck or railroad car height. Also included in gross floor area, but calculated on one-half of actual floor area, are covered open porches, passages and walks, with appended uncovered receiving and shipping platforms at truck or railroad car height. (25)

PRISMS calculates GSF to be total of all floor areas + 1/2 Exterior space.

Explanation of NSF:NSF (Net Usable Area): The net square footage calculation is based on a definition in the AR 405-70 Utilization of Real Property manual. In the glossary section of AR 405-70 (9 Dec 2005) on page 26, the definition reads:

The usable space in a room, or, summed, the usable space on a floor or in a build-ing.

PRISMS calculates NSF to be total of all workspaces with a Space Category of Office, Special, or Storage. If the building contains Warehouse workspaces, the Warehouse Net is added to the NSF.

The previous version of AR 405-70 (15 Sep 1993) on page 16 explained NSF as:

That area defined as gross square footage, less space occupied by outside walls, interior partitions, stair towers, elevator shafts and machinery, toilets, telephone and communications closets, basement and attic space unsuitable for use, per-manent hallways and corridors, and rooms (mechanical) housing machinery or equipment for heating, ventilating or air conditioning, and for furnishing light, power, and water supply for the building. (16)

Explanation of ARCH:ARCH: The architectural square footage is all square footage within the building minus walls.

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How do I find the total square footage for an Organization?

Use this query: Workspace Query. The Workspace Query will allow you to select an Organization as one of the search parameters. To find the square footage, select either the Gross Square Feet (GSF) checkbox or Net Square Feet (NSF) checkbox, or both.

You can further narrow down your results by searching for the Organization on a par-ticular installation or in a particular building, if desired.

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How do I find the square footage of workspaces in a particular building?

Use this query: General Query.


The General Query will display all available information down to the person level. This means that you may search for a particular building and find general information about the building (e.g. square footage) as well as information about its workspaces and the people occupying those workspaces (if available).

Search for the Installation the building is located on and select the desired building. Expand the results to find the desired workspace(s) and click on them to view relevant information.

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How do I find an Installation’s total square footage for a certain space type?

Use this query: Workspace Query. The Workspace Query will allow you to choose an Installation as well as a space type and will return information including GSF, NSF, Count, and Capacity.

For example, you may want to find the total square footage (GSF) for all ADMN space at Ft. Shafter. Select Ft. Shafter in the Installation drop down. Then select ADMN in the Space Type drop down. Then click the Installation and Space Type check boxes as well as the GSF checkbox.

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The Workspace Query will find a certain space type and let me filter by NSF for that space type. For example, I can search for ADMN spaces over 10,000 square feet. But is there a way to find ADMN spaces in buildings over 10,000 square feet?

Use this query: Facility Query.Users may search for buildings of a particular size (e.g. over 10,000 square feet) with a particular space code. Use the space code drop down filter and the square footage filters (either GSF or NSF).

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Is there a way to query for a particular floor plan?

Use this query: General Query. The General Query provides a Show Graphics button which allows users to view floor plans. Search for the building you wish to view and click on to highlight the desired item. Then click the Show Graphics button.

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What is the SUR and how can I use its information?


Use this query: SUR Query.The Space Utilization Ratio (SUR) is a formula applied to four specific catcodes. Those catcodes are:

•14182 BDE HQ BLDG•14183 BN HQ BLDG•14185 CO HQ BLDG•61050 ADMIN GEN PURP

The SUR formula is:

The SUR Query will show the SUR for a particular Installation, Building, or Organiza-tion. It can break down the information by various fields including catcode, parent organization, floor, or workspace. This information is useful for finding how much space is being used.

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How can I save my query results?

Use this query: All queries.All of the queries have an Export to Excel button. Click it to save a copy of your results in an Excel spreadsheet.

The General Query differs slightly in that you may choose how to export the data. You may choose from the following: Tree, Building, Floor, or Workspace. For more informa-tion on the General Query’s exporting options, please see the Export Excel options section in the Queries chapter.

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How do I make a color coded Org plan?

Use this query: General Query. The General Query provides a Show Graphics button which allows users to view floor plans. Create a search using the drop down menus or you may also select an Org. After getting the results, then click the Show Graphics button. A viewer will appear. You may then select the Colors tab located at the left of the viewer. Finally, check the Organization checkbox to color code the floor plan by Organizations.

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How do I customize a floor plan?


Use this query: General Query.Using the General Query, search for Installation and Building you wish to view. Then click on to highlight the desired floor and then click Show Graphics. A viewer will appear displaying the floor plan.

The viewer allows users to customize their floor plans. Options include:

Themes: You may choose to view the floor plan in one of two preset themes: Space Report or Summary Report. Click the Themes tab located at the left of the viewer. Then click to highlight the desired theme.

Fields: You may choose to view various information in the floor plan. Select from: Workspace No, Room No, Organization, Area, Catcode, Space Type, Comments, Capacity, In Use, and Employees. There is also a “Hide Other” option available when you select at least one other field.

Color: You may color code the floor plan by Organization, Catcode, or Space Type. Click the Colors tab located at the left of the viewer. Then check the appropriate box to color code the floor plan by that field.

Text Options: There are three text tools available in the viewer. They are:

For more information on using the viewer please see the Graphics chapter of this user documentation.

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How do I export a building photo?

Use this query: All queries.All of the queries have a Bldg Dashboard button. From the Building Dashboard users will be able to view building photos. To save a copy of a photo do one of the following:

Increase Font Size

Decrease Font Size

Move Text


Figure 11-1 Save Building Photo

•A. Mouse Over•Use the mouse to hover the cursor over the photo until a four button graphic appears near the top left of the photo

•Click on the first icon on the left (resembles a disk)•B. Right Click

•Right click on the photo•Select Save Picture As...

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prisms v2 user documentation - syncadd

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