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Accruent, LLC 10801-2 N. MoPac Expressway, Suite 400, Austin, TX 78759 www.accruent.com
Program Administration
Accruent 8.0 Administrator’s Guide »
Accruent Confidential and Proprietary, Copyright © 2012
Accruent Confidential and Proprietary, Copyright 2012.
This material contains confidential information that is proprietary to, and the property of, Accruent, LLC. Any unauthorized use, duplication or disclosure of this material, in whole or in part, is prohibited.
No part of this publication may be reproduced, recorded, or stored in a retrieval system or transmitted in any form or by any means—whether electronic, mechanical, photographic, or otherwise—without the written permission of Accruent, LLC.
The material in this manual is subject to change without notice and is provided “AS IS”.
Accruent Administrator’s Guide (V8.0): Program Administration Table of Contents
Proprietary and Confidential © Copyright 2010; Accruent, Inc. All Rights Reserved. i
Table of Contents GENERAL INFORMATION
8.0 Updates ............................................................................................................................................. 1
Guide Overview ...................................................................................................................................... 2
Important Tip! ..................................................................................................................................... 2
Accruent 8 ............................................................................................................................................... 3
The System-Administrator Dashboard .................................................................................................. 3
PROGRAM ADMINISTRATION
General Information ............................................................................................................................... 5
MANAGE PROGRAMS
General Information ...................................................................................................................... 7
Procedures
Enter or Edit a Program/Details .......................................................................................................... 7
Activate or De-activate a Program .................................................................................................. 13
MANAGE REGIONS/ORG CHART
General Information ............................................................................................................................. 15
Procedures
Create, Edit, or Delete a Region on an Organization Chart ............................................................. 17
Create, Edit, or Delete a Sub-Region on an Organization Chart ...................................................... 29
Create, Edit, or Delete a Market For/ From a Region or Sub-Region on an Organization Chart ... 36
View, Add, Re-Order, Replace, or Delete Preferred Vendors ......................................................... 49
Change an Org-Chart Display ........................................................................................................... 60
MANAGE CENTERS
General Information ............................................................................................................................. 63
Procedures
Add or Edit a Center/Details .............................................................................................................. 63
Add, Edit, or Delete a Market ............................................................................................................ 79
Add, Edit, or Delete a Market Type ................................................................................................... 82
Table of Contents Accruent Administrator’s Guide (V8.0): Program Administration
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Table of Contents PROGRAM ADMINISTRATION
MANAGE CENTERS
Procedures (Cont.)
Add, Edit, or Delete a Mall Rating ..................................................................................................... 85
Add, Edit, or Delete a Center Type .................................................................................................... 88
Add, Edit, or Delete a Landlord/ Owner ........................................................................................... 91
Add, Edit, or Delete a Property Manager .......................................................................................... 95
Add, Edit, or Delete a Leasing Agent ................................................................................................. 96
Add, Edit, or Delete a Mall Manager ............................................................................................... 101
Add, Edit, or Delete a Marketing Director ...................................................................................... 102
Add, Edit, or Delete a Developer ..................................................................................................... 102
MANAGE SPECIAL PROJECTS
General Information ........................................................................................................................... 104
Procedures
Add or Edit a Special Project ........................................................................................................... 104
Add, Edit, or Delete a Project Type ................................................................................................. 123
Accruent Administrator’s Guide (V8.0): Program Administration 8.0 Updates
Proprietary and Confidential © Copyright 2010; Accruent, Inc. All Rights Reserved. 1
8.0 Updates
There are no 8.0 updates for this guide.
However, any other revisions (indicated in blue text) are Accruent enhancements and/or additional information.
General Information Accruent Administrator’s Guide (V8.0): Program Administration
2 Proprietary and Confidential © Copyright 2010; Accruent, Inc. All Rights Reserved.
Guide Overview
This guide includes the following information.
GUIDE OVERVIEW
Accruent 8 States a brief description of the Accruent suite
The System-Administrator
Dashboard
Shows the main components of the system-
administrator dashboard and lists the various
administrative functions for managing:
■ Company
■ Program
■ Member
■ Project
■ Folder
■ Prototype
■ Dashboard
■ Lease
… information and related user-defined fields.
Program Administration States the administrative procedures for
configuring and managing:
■ Programs
■ Region/Market organization charts
■ Centers
IMPORTANT TIP!
If you are viewing this document in Adobe Acrobat or Adobe Reader:
When you click on a cross-reference (red linked number and word) to navigate to a
referenced page, click the Back arrow (in the top Adobe toolbar or at the
bottom of the screen next to the Adobe document page numbers) to return to the
page you were previously viewing.
Accruent Administrator’s Guide (V8.0): Program Administration General Information
Proprietary and Confidential © Copyright 2010; Accruent, Inc. All Rights Reserved. 3
Accruent 8
Accruent 8 is a Web-enabled, end-to-end, real estate ERP suite that lets retailers manage their assets—in one place, in real time.
1
Namely, retailers can:
■ Manage site selection, design and construction, and facility maintenance.
■ Centralize all documents, schedules, and issues.
■ Use built-in reporting tools to create and analyze asset data.
The System-Administrator Dashboard
System-Administrator Dashboard
_____________________________
1 ERP means enterprise resource planning.
General Information Accruent Administrator’s Guide (V8.0): Program Administration
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The System-Administrator Dashboard is where you manage:
■ Company (i.e., general information, templates, milestones, dictionary, forms, custom lists, panels, form flows, workflows, parts/inventory, tasks’ custom-email notification, budget administration, user-defined fields, lease management [i.e., lease sets and critical-issue types/questions]— and maintenance tasks [i.e., entities/competitors geocoding, schedule-date adjustments, LDAP import configuration, LDAP-user import, bulk-form uploads, field-audit and audit-table management, checking the environment [to see what’s running], cache management, and configuration-object transfer between environments])
■ Program
■ Member
■ Project
■ Folder
■ Prototype
■ Dashboard
■ Lease
…administration information and related user-defined fields.
What do you want to do? 2
■ Manage company administration information (see the Accruent Administrator’s Guide[s] : Company Administration – Parts I, II, III, and IV).
NOTE: Company information is the first information you should enter/
configure.
■ Manage program information (see pg. 5).
■ Manage member information (see Accruent Administrator’s Guide: Member Administration).
■ Manage project information (see the Accruent Administrator’s Guide: Project Administration).
■ Manage folder information (see the Accruent Administrator’s Guide: Folder Administration).
■ Manage prototype information (see the Accruent Administrator’s Guide: Prototype Information).
_____________________________
2 For general information about the Accruent suite, its configuration elements/drivers, requested documents/
deliverables, the administrator’s responsibilities, and Accruent’s Entity Set-Up Wizard, see the Accruent
Administrator’s Guide: General Information, Entity Set-Up Wizard, and System-Administration Reports
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■ Manage dashboard information (see the Accruent Administrator’s Guide: Dashboard Administration).
■ Manage lease information (see the Accruent Administrator’s Guide: Lease Administration).
(For general information about:
■ The Accruent suite
■ Its configuration elements/drivers
■ Requested documents/deliverables
■ The administrator’s responsibilities
■ Accruent’s Entity Set-up Wizard
■ System-administration reports
…see the Accruent Administrator’s Guide: General Information, the Entity Set-up Wizard, and System-Administration Reports.)
Program Administration
Program Administration section of the System-Administrator Dashboard
In the Program Administration section, you can add and edit:
■ Programs/details
■ Regional, sub-regional, and market on an organization chart
General Information Accruent Administrator’s Guide (V8.0): Program Administration
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■ Centers
■ Special projects
What do you want to do?
■ Manage programs (see pg. 7).
■ Manage regions/org charts (see pg. 15).
■ Manage centers (see pg. 63).
■ Manage special projects (see pg. 104).
Accruent Administrator’s Guide (V8.0): Program Administration Manage Programs
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Manage Programs
Through the Manage Programs link (pg. 5), you can enter and edit various programs.
What do you want to do?
■ Enter or edit a program/details (see below).
■ De-activate (or activate) a program (see pg. 14). 3
Enter or Edit a
Program/Details To enter and/or edit programs:
1. Click the Manage Programs link (pg. 5) in the Program Administration section on the dashboard. The Manage Programs tab appears.
Manage Programs tab
Continued on next page
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3 De-activating a program temporarily takes out of use, but all past references are still maintained; and you can
activate it again.
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Enter or Edit a
Program/Detail
s (Cont.)
2. To:
■ Enter a new program/details, see below.
■ Edit a program’s information, see pg. 11.
ENTER A NEW PROGRAM
To enter a new program:
1. Click the Add button on the Manage Programs tab (pg. 7.) The Add Program pane appears.
Add Program pane
2. Enter the program’s name (e.g., Ames Designs), street address (e.g., 333 Harper Blvd.), zip code (e.g., 90000), city (e.g., Los Angeles), and revenue per week (e.g., $10,000) in the appropriate textboxes.
3. Click the State and Country arrows and select the applicable information (e.g., CA, USA).
4. Click the Fiscal Year End textbox, calendar icon, OR arrow. 4
Continued on next page
_____________________________
4 The Fiscal Year End textbox is for information purposes only. It does not affect any type of calculation.
Textbox Icon Dropdown arrow
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Enter or Edit a
Program/Details ENTER A NEW PROGRAM (CONT.)
(Cont.)
A calendar appears.
5. Select the appropriate fiscal year-end date (e.g., 1/1/2006). (For the year, click the << or >> arrows to navigate backwards or forwards).
5
6. Enter the description of the program (e.g., High-end casual wear) in the Program Description textbox.
7. Click the Manager Name arrow, select the name (e.g., Patricia Adams) of the program manager, then click the add link.
Continued on next page
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5 If necessary, click the Clear Date link to clear out the date from the Fiscal Year End textbox.
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Enter or Edit a
Program/Details ENTER A NEW PROGRAM (CONT.)
(Cont.)
8. Continue to add additional program managers, as necessary…
…then click the Add button on the Add Program pane to save the information (or the window’s to close without saving). The new program now appears on the Manage Programs tab (along with a message indicating that a program was successfully added).
The Ames Designs program was added to the Manage Programs tab
Continued on next page
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Enter or Edit a
Program/Details ENTER A NEW PROGRAM (CONT.)
(Cont.)
NOTE: To see more of a program’s details, click its + sign. The entry expands to
reveal the information.
Ames Designs details
EDIT PROGRAM INFORMATION
To edit a program’s (e.g., Ames Designs) information:
1. Click its edit link on the Manage Programs tab (pg. 7). The Edit Program pane appears.
Edit Program pane
2. Edit any information (follow steps 2. through 8. on pgs. 8-12, under “Enter a New Program”), then click the Update button to save the information (or the window’s to close without saving).
Continued on next page
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Enter or Edit a
Program/Details ENTER A NEW PROGRAM (CONT.)
(Cont.)
The Manage Programs tab refreshes (and displays a message indicating that the program was successfully updated).
The Ames Designs revenue was updated from $10,000 to $20,000
NOTE: To see more of a program’s details, click its + sign. The entry expands to
reveal the information
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Activate
or De-activate
a Program
To activate or de-activate a program: 6
1. Click the Manage Programs link (pg. 5) in the Program Administration section of the dashboard. The Manage Programs tab appears (pg. 7).
2. Click the Activate/Deactivate tab. A list of all programs appears.
Activate/Deactivate tab
3. To:
■ Activate a program, see pg. 14.
■ De-activate a program, see pg. 14.
Continued on next page
_____________________________
6 De-activating a program temporarily takes out of use, but all past references are still maintained; and you can
activate it again.
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14 Proprietary and Confidential © Copyright 2010; Accruent, Inc. All Rights Reserved.
Activate
or De-activate ACTIVATE A PROGRAM
a Program
(Cont.) To activate a program (e.g., Ames Designs):
■ If you’ve just added the program, then its Active radio button is already checked.
■ If the program is de-activated, and you want to re-activate it:
1. Locate the program name.7 (Its Inactive radio button is checked.)
2. Click the program’s Active radio button, then click the Update Active Status button at the bottom of the tab. The program is re-activated (and re-appears in the Program Name section of the tab).
DE-ACTIVATE A PROGRAM
To de-activate a program (e.g., Ames Designs):
1. Locate the program name, and click its Inactive radio button. 8
2. Click the Update Active Status button on the tab. The program is now de-activated.
_____________________________
7 You may have a version of the software where all active programs display on the tab first, then the de-activated
programs display (on the latter pages of the tab).
8 See footnote 7.
Accruent Administrator’s Guide (V8.0): Program Administration Manage Regions/Org Chart
15 Proprietary and Confidential © Copyright 2010; Accruent, Inc. All Rights Reserved.
Manage Regions/Org Chart
Through the Manage Regions/Org Chart link (pg. 5), you can enter and edit a region, sub-region, and/or market on an organization chart.
Org chart for Estee Counter Design
■ A region chart (West Coast, Eastern USA) is displayed in a black box.
■ A sub-region chart (Northeast) is displayed in a blue box.
■ A market chart (Atlanta) is displayed in a gray box.
Accruent Administrator’s Guide (V8.0): Program Administration Manage Regions/Org Chart
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You can also display organization charts:
■ Vertically (as shown above) …OR…
■ Horizontally (as shown below)
Also, the charts you create can be:
■ Pre-Open – This is an organization chart for sites and/or projects that will become facilities.
■ Operating – This is an organization chart for existing facilities.
What do you want to do?
■ Create, edit, or delete a Region on an organization chart (see pg. 17).
■ Create, edit, or delete a Sub-Region on an organization chart (see pg. 29).
■ Create, edit, or delete a Market on an organization chart (see pg. 36).
■ View, add, re-order, replace, or delete preferred vendors (see pg. 49).
■ Change the display of an organization chart from horizontal to vertical—or vice versa (see pg. 60).
Manage Regions/Org Chart Accruent Administrator’s Guide (V8.0): Program Administration
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IMPORTANT: Site-, project-, and facility-scheduled tasks may be automatically
assigned to org-chart managers and/or members. So, the individuals you add to the chart
must be accurate.
Create, Edit,
or Delete a
Region on an
Organization
Chart
To create, edit, or delete a region on an organization chart: 9
1. Click the Manage Regions/Org Chart link (pg. 5) in the Company Administration section on the dashboard. The Program tab appears, displaying the Org Chart page.
The Program tab/Org Chart page for BB - Magnolia
2. If the program you want is not displayed, click the arrow on the Program tab.
…and select the program (e.g., Ames Designs) you want to access.
The Program tab refreshes to the program you selected.
The Program/Org Chart for Ames Designs
Continued on next page
_____________________________
9 For an example of a region on an organization chart, see the Ames Designs organization chart on pg. 15.
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Create, Edit,
or Delete a
Region on an
Organization
Chart (Cont.)
3. To:
■ Create a region on an organization chart, see below.
■ Edit a region on an organization chart, see pg. 21.
■ Delete a region from an organization chart, see pg. 26.
CREATE A REGION ON AN ORGANIZATION CHART
To create a region on an organization chart on the Program tab (pg. 17):
1. Click the Displaying arrow, and select Pre-Open or Operating.10
2. Click the Management arrow, and select Horizontally or Vertically (for org-chart display purposes).
3. Click the <add Region> link next to the program name.
The Add Region pane appears.
Add Region pane
Continued on next page
_____________________________
10 See pg. 16 for definitions.
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Create, Edit,
or Delete a CREATE A REGION ON AN ORGANIZATION CHART (CONT.)
Region on an
Organization
Chart (Cont.)
4. Enter the region name (e.g., West Coast) in the Region textbox.
5. Click the:
■ Name arrow, and select the name of the person (e.g., Partricia Adams) who will be either a manager or member of the region.
■ Manager? checkbox if the person you choose is a manager.
6. Click the add link next to the person’s name. (If checked as a manager, the checkbox is replaced with Yes.)
Continued on next page
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Create, Edit,
or Delete a CREATE A REGION ON AN ORGANIZATION CHART (CONT.)
Region on an
Organization
Chart (Cont.)
7. Continue to add more individuals, as necessary. (If not checked as managers, the Manager? checkbox is replaced with No.)
11
8. Click the Add button on the Add Region pane (pg. 18) to save the information (or the window’s to close without saving). The region appears on the organization chart on the Program/Org Chart tab (along with a message that a region was successfully added).
The West Coast region was created on the organization chart for Ames Designs
Continued on next page
_____________________________
11 The individuals you add here as managers and members will be auto-assigned as managers/members of the region’s
affiliated entities (i.e., site, project, facility), prototypes, or centers. If you change these individuals later on, the new
name will only be affiliated with newly created entities. (The best way to change org-chart managers/members is
through the “Replace/ Switch One Member With Another” procedure in the Project Membership Management
section of the Accruent Administrator’s Guide: Member Administration.)
Manage Regions/Org Chart Accruent Administrator’s Guide (V8.0): Program Administration
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Create, Edit,
or Delete a CREATE A REGION ON AN ORGANIZATION CHART (CONT.)
Region on an
Organization
Chart (Cont.)
9. Follow steps 3. through 8. on pgs. 18-20 to add more regions as required.
The Ames Design organization chart is made up of the East Coast and West Coast regions
EDIT A REGION ON AN ORGANIZATION CHART
In editing a region on an organization chart, you can change the region name, change a region manager to a region member or vice versa, delete a region manager or member, or add more individuals to the region.
To do so:
1. Click the edit link of the applicable region (e.g., East Coast).
Continued on next page
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Create, Edit,
or Delete a EDIT A REGION ON AN ORGANIZATION CHART (CONT.)
Region on an
Organization
Chart (Cont.)
The Edit Region pane appears.
Edit Region pane
2. To:
■ Change the name of the region, see below.
■ Change a region member to a region manager, or vice versa, see pg. 23.
■ Delete a region manager or member, see pg. 24.
■ Add more individuals to the region, see pg. 26.
EDIT A REGION ON AN ORGANIZATION CHART – NAME CHANGE
To change the name of the region:
1. In the Edit Region pane (above): Enter the new name in the Region textbox.
2. Click the Update button in the Edit Region pane to save the information (or the window’s to close without saving). The chart reappears with the new region name.
The region name was changed from East Coast to Eastern USA
Continued on next page
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Create, Edit,
or Delete a
Region on an
EDIT A REGION ON AN ORGANIZATION CHART – MEMBER TO MANAGER OR VICE VERSA
Organization
Chart (Cont.) To change a region member (e.g., Dan Booher) to a region manager or vice versa:
1. Click his/her edit link in the Edit Region pane.
Dan Booher is currently a Member
2. In the pane that appears, check (or uncheck) the Manager? checkbox.
Checking the Manager? checkbox now makes him a Manager
3. Click the Update button to save the information (or the window’s to close without saving). The person you selected now shows a different status in the Manager? column.
Dan Booher now shows a Yes in the Manager? column
Continued on next page
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Create, Edit,
or Delete a
Region on an
EDIT A REGION ON AN ORGANIZATION CHART – MEMBER TO MANAGER OR VICE VERSA (CONT.)
Organization
Chart (Cont.) 4. Click the Update button in the Edit Region pane (pg. 22) to save the information (or the window’s to close without saving). The region now appears with the individual now being a manager (or member).
Dan Booher was previously a region member
Now, Dan Booher is a region manager
EDIT A REGION ON AN ORGANIZATION CHART – DELETE A MANAGER OR MEMBER
To delete a region manager or member (e.g., Dan Booher) from the chart:
1. Click his/her delete link on the Edit Region pane.
Continued on next page
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Create, Edit,
or Delete a
Region on an
EDIT A REGION ON AN ORGANIZATION CHART – DELETE MANAGER OR MEMBER (CONT.)
Organization
Chart (Cont.) The person’s name disappears.
Dan Booher’s name no longer appears
2. Click the Update button to save the information (or the window’s to close without saving). The region on the organization chart now reappears without the person’s name (along with a message that the region was successfully updated).
Dan Booher (SVP Store Planning),
no longer appears in the Manager section of the region.
Continued on next page
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Create, Edit,
or Delete a EDIT A REGION ON AN ORGANIZATION CHART – ADD MORE INDIVIDUALS
Region on an
Organization
Chart (Cont.)
To add more individuals to a region on an organization chart:
1. Follow steps 5. through 7. on pgs. 19-21 under “Create a Region on an Organization Chart”.
2. Click the Update button on Edit Region pane (pg. 22). The region chart refreshes to display the added members (along with a message that the region was successfully updated).
DELETE A REGION ON AN ORGANIZATION CHART
NOTE: Before you can delete a region, you must first delete its members /contacts.
To delete a region (e.g., West Coast) on an organization chart:
1. Click its edit link.
The Edit Region pane appears.
Edit Region pane
Continued on next page
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Create, Edit,
or Delete a DELETE A REGION ON AN ORGANIZATION CHART (CONT.)
Region on an
Organization
Chart (Cont.)
2. Delete each one of the members/contacts. (For instructions, see step 1. through 2. on pgs. 24-25, under “Edit a Region – Delete a Member or Contact”).
3. Click the Update button (to save the information) after all individuals are deleted (or click the window’s to close without saving).
The region on the organization chart reappears without any members/contacts (along with a message that the region was successfully updated).
The members and contacts have been deleted from the West Coast region
4. Click the edit link of the same region again.
Continued on next page
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Create, Edit,
or Delete a DELETE A REGION ON AN ORGANIZATION CHART (CONT.)
Region on an
Organization
Chart (Cont.) The Edit Region pane appears.
5. Click the Delete button (and at the prompt, click the Yes button to confirm the deletion). The organization chart reappears without the region (along with a message that a region was successfully deleted).
The West Coast region no longer appears on the org chart
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Create, Edit,
or Delete a
Sub-Region on
an Organization
Chart
To create, edit, or delete a sub-region on an organization chart: 12
1. Click the Manage Regions/Org Chart link (pg. 5) in the Company Administration section on the dashboard. The Program tab appears, displaying the Org Chart page.
The Program tab/Org Chart page for BBT Magnolia
2. If the program you want is not displayed, click the arrow on the Program tab…
…and select the program (e.g., Ames Designs) you want to access.
Continued on next page
_____________________________
12 For an example of a sub-region on an organization chart, see the Ames Design organization chart on pg. 15.
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Create, Edit,
or Delete a
Sub-Region on
an Organization
Chart (Cont.)
The Program tab refreshes to the program you selected.
The Ames Designs program/org chart
3. To:
■ Create a sub-region on an organization chart, see below.
■ Edit a sub-region on an organization chart, see pg. 33.
■ Delete a sub-region on an organization chart, see pg. 35.
CREATE A SUB-REGION ON AN ORGANIZATION CHART
To create a sub-region on an organization chart:
1. Click the <add > link of the region (e.g., Eastern USA) you want to add a sub-region to.
Continued on next page
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Create, Edit,
or Delete a CREATE A SUB-REGION ON AN ORGANIZATION CHART (CONT.)
Sub-Region on
an Organization
Chart (Cont.)
An Add What? menu appears.
2. Click the arrow, and select Sub-Region, then click the Submit button.
The Add Region pane appears.
Add Region pane
3. In the Sub-Region textbox, enter the name of the sub-region (e.g., Northeast).
4. To add managers and/or members of the sub-region: Follow the same instructions as stated in steps 5. through 7. on pgs. 19-20, under “Create a Region on an Organization Chart”.
Continued on next page
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Create, Edit,
or Delete a CREATE A SUB-REGION ON AN ORGANIZATION CHART (CONT.)
Sub-Region on
an Organization
Chart (Cont.)
5. Click the Add button on the Add Region pane (pg. 31) to save the information (or the window’s to close without saving). The sub-region appears on the organization chart on the Program/Org Chart tab (along with a message that a region was successfully added).
The Northeast sub-region was added to the Eastern USA region
6. Follow steps 1. through 5. on pgs. 30-32 to add more sub-regions to the organization chart, as required.
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Create, Edit,
or Delete a EDIT A SUB-REGION ON AN ORGANIZATION CHART
Sub-Region on
an Organization
Chart (Cont.)
In editing a sub-region on an organization chart, you can change its name, change a manager to a member or vice versa, or add/delete a manager or member.
To do so:
1. Click the edit link of the applicable sub-region (e.g., Northeast) on the organization chart.
Northeast sub-region
The Edit Region pane appears.
Edit Region pane
2. To:
■ Change the name of the sub-region, see pg. 34.
■ Change a manager to a member and vice versa, see pg. 34.
■ Delete a manager or member from the sub-region, see pg. 34.
■ Add more individuals to the sub-region, see pg. 34.
Continued on next page
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Create, Edit,
or Delete a EDIT A SUB-REGION ON AN ORGANIZATION CHART – NAME CHANGE
Sub-Region on
an Organization
Chart (Cont.)
To change the name of a sub-region on an organization chart: Follow the same instructions as stated in steps 1. through 2. on pg. 22 (under “Edit a Region – Name Change”).
EDIT A SUB-REGION ON AN ORGANIZATION CHART – MANAGER TO MEMBER OR VICE VERSA
To change a sub-region manager to a sub-region member or vice versa: Follow the same instructions as stated in steps 1. through 4. on pgs. 23-25 (under “Edit a Region – Manager to Member or Vice Versa”).
EDIT A SUB-REGION ON AN ORGANIZATION CHART – DELETE A MANAGER OR MEMBER
To delete a manager or member from a sub-region: Follow the same instructions as stated in steps 1. through 2. on pgs. 24-26 (under “Edit a Region – Delete a Manager or Member”).
EDIT A SUB-REGION ON AN ORGANIZATION CHART – ADD MORE INDIVIDUALS
To add more individuals to a sub-region on an organization chart:
1. Follow the same instructions as stated under steps 5. through 7. on pgs. 19-20, under “Create a Region on an Organization Chart”.
2. Click the Update button on the Edit Region pane (pg. 33) to save the information (or the window’s to close without saving). The sub-region chart refreshes to display the added members (along with a message that a region was successfully updated).
Continued on next page
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Create Edit,
or Delete a DELETE A SUB-REGION ON AN ORGANIZATION CHART
Sub-Region on
an Organization
Chart (Cont.) NOTE: Before you can delete a sub-region, you must first delete its members /contacts.
To delete a sub-region (e.g., Northeast) on an organization chart:
1. Click its edit link.
The Edit Region pane appears.
Edit Region pane
2. Follow the same instructions as stated in steps 2. through 5. on pgs. 27-28, under “Delete a Region on an Organization Chart”.
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Create, Edit,
or Delete a
Market For/
From a Region
or Sub-Region on
an Organization
Chart
You can create, edit, or delete a market for/from a region or sub-region on
an organization chart. 13
1. Click the Manage Regions/Org Chart link (pg. 5) in the Company Administration section on the dashboard. The Program tab appears, displaying the Org Chart page.
The Program tab/Org Chart page for BB Magnolia
2. If the program you want is not displayed, click the arrow on the Program tab…
…and select the program (e.g., Ames Designs) you want to access.
Continued on next page
_____________________________
13 For an example of a market on an organization chart, see the Ames Designs organization chart on pg. 15. Also, a
market can exist under more than one region or sub-region. For instance, the TexArkana market can exist under
theTexas and Arkansas regions.
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Create, Edit,
or Delete a
Market For/
From a Region
or Sub-Region on
an Organization
Chart (Cont.)
The Program tab refreshes to the program you selected.
The Ames Designs program/org chart
3. To:
■ Create a market under a region, see pg. 38.
■ Create a market under a sub-region, see pg. 41.
■ Edit a market on an organization chart, see pg. 44.
■ Delete a market from an organization chart, see pg. 48.
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Create, Edit,
or Delete a CREATE A MARKET UNDER A REGION
Market For/
From a Region
or Sub-Region on
an Organization
Chart (Cont.)
To create a market under a region: 14
1. Click the <add > link of the region (e.g., Eastern USA) you want to add a market to.
An Add What? menu appears.
2. Click the arrow, select Market, then click the Submit button.
The Add Item pane appears.
Add Item pane
Continued on next page
_____________________________
14 For an example of a region on an organization chart, see the Ames Designs organization chart on pg. 15.
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Create, Edit,
or Delete a CREATE A MARKET UNDER A REGION (CONT.)
Market For/
From a Region
or Sub-Region
on an Organization
Chart (Cont.)
3. Click the Market arrow, and select the appropriate market (e.g., Atlanta).
15
NOTE: If you don’t see the market you want, you must add it to the application. To do so:
1. Click the gray three-dotted box.
The market list appears.
Market list
2. Click the Add button. The Add Item pane appears.
Continued on next page
_____________________________
15 The markets displayed in this menu may be from any part of the U.S., not just from the selected region or sub-
region on an org chart―and some may not be linked to a region/sub-region at all. Markets that are not linked to a
region or sub-region were created outside of this particular procedure; and the only way to affiliate them with a
region or sub-region on an org chart is to do so via this procedure.
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40 Proprietary and Confidential © Copyright 2010; Accruent, Inc. All Rights Reserved.
Create, Edit,
or Delete a CREATE A MARKET UNDER A REGION (CONT.)
Market For/
From a Region
or Sub-Region on
an Organization
Chart (Cont.)
NOTE: (Cont.)
3. Enter the name (e.g., Atlanta) and description (e.g., Atlanta, Georgia) of the market
in the appropriate textboxes; then click the Add button. The market name now
appears in the list.
4. To add managers and/or members to the market: Follow the instructions as stated in steps 5. through 7. on pgs. 19-20, under “Create a Region on an Organization Chart”.
5. Click the Add button on the Add Item pane (pg. 38) to save the information (or the window’s to close without saving). The regional market appears on the organization chart on the Program/Org Chart tab (along with a message that an item was successfully added).
The Atlanta market was added to the Eastern USA region
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Create, Edit,
or Delete a CREATE A MARKET UNDER A REGION (CONT.)
Market For/
From a Region
or Sub-Region on
an Organization
Chart (Cont.)
6. Follow steps 1. through 5. on pgs. 38-40 to add more markets to the region, as required.
CREATE A MARKET UNDER A SUB-REGION
To create a market under a sub-region:
16
1. Click the <add > link of the sub-region (e.g., Northeast) you want to add a market to.
The Add Item pane appears.
Add Item pane
2. Click the Market arrow, and select the appropriate market (e.g., Albany).
17
Continued on next page
_____________________________
16 For an example of a sub-region on an organization chart, see the Ames Designs organization chart on pg. 15.
17 The markets displayed in this menu may be from any part of the U.S., not just from the selected region or sub-
region on an org chart―and some may not be linked to a region/sub-region at all. Markets that are not linked to a
region or sub-region were created outside of this particular procedure; and the only way to affiliate them with a
region or sub-region on an org chart is to do so via this procedure.
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Create, Edit,
or Delete a CREATE A MARKET UNDER A SUB-REGION (CONT.)
Market For/
From a Region
or Sub-Region on
an Organization
Chart (Cont.)
NOTE: If you don’t see the market you want, you must add it to the application. See
the NOTE on pgs. 39-40.
3. To add managers and/or members to the market: Follow the instructions as stated in steps 5. through 7. on pgs. 19-20, under “Create a Region on an Organization Chart”.
4. Click the Add button on the Add Item pane (pg. 41) to save the information (or the window’s to close without saving). The organization chart refreshes to display a + sign next to the sub-region (i.e., Northeast).
5. Click the + sign next to the sub-region (e.g., Northeast).
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Create, Edit,
or Delete a CREATE A MARKET UNDER A SUB-REGION (CONT.)
Market For/
From a Region
or Sub-Region on
an Organization
Chart (Cont.)
Its market (Albany) appears on the Program/Org Chart tab (along with a message that an item was successfully added).
The Albany market was added to the Northeast region
Continued on next page
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Create, Edit,
or Delete a EDIT A MARKET ON AN ORGANIZATION CHART
Market For/
From a Region
or Sub-Region on
an Organization
Chart (Cont.)
In editing a Market on an organization chart, you can change the market name/description, change a market manager to a market member or vice versa; delete a market manager or member, or add more individuals to the market.
To:
■ Change a market’s name and/or description, see below.
■ Change a manager to a member and vice versa, see pg. 45.
■ Delete a manager or member from the chart, see pg. 47.
■ Add more individuals to the chart, see pg. 47.
EDIT A MARKET ON AN ORGANIZATION CHART – CHANGE A MARKET’S NAME OR DESCRIPTION
To change a market’s name or description, you must access the market list. To do so:
1. Click the edit link of the market (e.g., Albany) on the org chart.
The market list appears (pg. 39).
2. On the market list, click the market’s edit link.
The Edit Item pane appears (in a separate window.
Edit Item pane
Continued on next page
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Create, Edit,
or Delete a
Market For/
EDIT A MARKET ON AN ORGANIZATION CHART – CHANGE A MARKET’S NAME OR DESCRIPTION (CONT.)
From a Region
or Sub-Region on
an Organization
Chart (Cont.)
3. Edit any information, then click the Update button to save the information (or the window’s to close without saving). The name of the market appears in the Market dropdown-menu textbox…
...and clicking the gray three-dotted box reveals the edited information.
The description is changed from Albany to Albany, New York
EDIT A MARKET ON AN ORGANIZATION CHART – MANAGER TO MEMBER OR VICE VERSA
To change a market manager to a market member or vice versa:
1. On the organization chart: Click the edit link of the market you want to access.
The Albany market
Continued on next page
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Create, Edit,
or Delete a
Market For/
EDIT A MARKET ON AN ORGANIZATION CHART – MANAGER TO MEMBER OR VICE VERSA (CONT.)
From a Region
or Sub-Region on
an Organization
Chart (Cont.)
The Edit Item pane appears.
Edit Item pane
2. Follow the same instructions as stated in steps 1. through 4. on pgs. 23-24 (under “Edit a Region on an Org Chart – Manager to Member or Vice Versa”).
EDIT A MARKET ON AN ORGANIZATION CHART – DELETE A MANAGER OR MEMBER
To delete a market manager or member:
1. On the organization chart: Click the edit link of the market you want to access.
The Albany market
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Create, Edit,
or Delete a
Market For/
EDIT A MARKET ON AN ORGANIZATION CHART – DELETE A MANAGER OR MEMBER (CONT.)
From a Region
or Sub-Region on
an Organization
Chart (Cont.)
The Edit Item pane appears.
Edit Item pane
2. Follow the same instructions as stated in steps 1. through 2. on pgs. 24-25 (under “Edit a Region – Delete a Manager or Member”).
EDIT A MARKET ON AN ORGANIZATION CHART – ADD MORE INDIVIDUALS
To add more individuals to a market on an organization chart:
1. On the organization chart: Click the edit link of the market you want to access.
The Myrtle Beach market
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Create, Edit,
or Delete a
Market For/
EDIT A MARKET ON AN ORGANIZATION CHART – ADD MORE INDIVIDUALS (CONT.)
From a Region
or Sub-Region on
an Organization
Chart (Cont.)
The Edit Item pane appears.
Edit Item pane
2. Follow the same instructions as stated under steps 5. through 7. on pgs. 19-20, under “Create a Region on an Organization Chart”.
3. Click the Update button on Edit Item pane (see above) to save the information (or the window’s to close without saving). The market refreshes to display the added members (along with a message that a market was successfully updated).
DELETE A MARKET ON AN ORGANIZATION CHART
To delete a market (e.g., Myrtle Beach) on an organization chart:
1. Click its edit link on the organization chart.
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Create, Edit,
or Delete a DELETE A MARKET ON AN ORGANIZATION CHART (CONT.)
Market For/
From a Region
or Sub-Region on
an Organization
Chart (Cont.)
The Edit Item pane appears.
Edit Item pane
2. Follow the same instructions as stated in steps 2. through 5. on pgs. 27-28 (under “Delete a Region on an Organization Chart”).
View, Add,
Re-Order,
Replace, or
Delete Preferred
Vendors
For a particular program, you can:
■ View preferred vendors selected for a particular trade type.
■ Add or (re-order) vendors of a particular trade type.
■ Edit a preferred vendor’s information.
■ Delete a preferred vendor.
To do so:
1. Click the Manage Regions/Org Chart link (pg. 5) in the Company Administration section on the dashboard. The Program tab appears, displaying the Org Chart page.
The Program tab/Org Chart page for BBY Magnolia
Continued on next page
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50 Proprietary and Confidential © Copyright 2010; Accruent, Inc. All Rights Reserved.
View, Add,
Re-Order,
Replace, or
Delete Preferred
Vendors (Cont.)
2. If the program you want is not displayed, click the arrow on the Program tab…
…and select the program (e.g., Ames Designs) you want to access.
The Program tab refreshes to the program you selected.
The Ames Designs program/org chart
3. Click the edit vendor preference link of the relevant region (e.g., East Coast).
Continued on next page
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View, Add,
Re-Order,
Replace, or
Delete Preferred Vendors
(Cont.)
NOTE: You may also add vendors on a Sub-Region (pg. 33) or Market (pg. 45) pane.
However, if vendors are already added:
■ Via only a Region pane, its related sub-region(s) and/or market(s) will inherit
those same vendors.
■ Via only a Sub-Region pane, its related market(s) will inherit those same
vendors.
(On the user side, however, a user [say, project manager], can add additional
vendors that he or she finds conducive for a particular facility and can make any of
those vendors a “top-three preferred” vendor. Any vendors selected for a particular
facility via this means will override those selected at the org-chart level.)
The Select Trade Type pane appears.
Select Trade Type pane
4. To: 18
■ View preferred vendors selected for a particular trade type, see pg. 52.
■ Add preferred vendors for a particular trade type, see pg. 53.
■ Set the top three preferred vendors for a particular trade type, see pg. 58.
■ Re-order vendors under a particular trade type, see pg. 58.
■ Replace a preferred vendor, see pg. 59.
■ Delete a preferred vendor, see pg. 59.
Continued on next page
_____________________________
18 You can also perform any of these procedures at the sub-region and market levels, using the same instructions
as in this procedure. (However, herein, these procedures are done at the region level.)
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View, Add,
Re-Order, VIEW PREFERRED VENDORS OF A PARTICULAR TRADE TYPE
Replace, or
Delete Preferred
Vendors (Cont.) To view preferred vendors of a particular trade type (e.g., Landscaping):
1. Click the Select Trade Type dropdown arrow, and select the trade.
Select Trade Type dropdown menu
2. Click the Submit button. The pane refreshes to display the preferred vendors selected for that trade type. (If no vendors display, then none were previously added for you to view. To add any vendors, see “Add a Preferred Vendor” below.)
Preferred vendors selected for the Landscaping trade type.19
NOTE: To view a vendor’s information, click the + sign next to his/her name.
Dunns Landscaping information
Continued on next page
_____________________________
19 The preferred vendors are listed in the order of preference (i.e., Dunns Landscaping is number one, and so forth. To
redo, see “Re-Order a Preferred Vendor” on pg. 58.)
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View, Add,
Re-Order, ADD A PREFERRED VENDOR
Replace, or
Delete Preferred
Vendors (Cont.) To add a preferred vendor for a particular trade type:
1. Click the Select Trade Type dropdown arrow, and select the relevant trade type (e.g., Landscaping; see above).
2. Click the Submit button. The Select Trade Type pane refreshes,
displaying any listed vendors (or not) for the trade you selected.
Select Trade Type pane for the Landscaping trade type
3. Click the Add Vendor button on the Select Trade Type pane (see above). The Add Vendor Preference pane appears.
Add Vendor Preference pane
4. Click the Vendor Name dropdown arrow, and select the preferred vendor (e.g., Dunn’s Landscaping).
NOTES:
■ If a vendor’s insurance has expired (see the Expiration Date on the vendor’s
Edit Employer pane via the “Edit an Employer or Vendor” procedure in the
Accruent Administrator’s Guide: Member Administration), then (Expired
Insurance) will appear next to the name (e.g., Floral Design); and you should
not select this vendor until his/her insurance is renewed.
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View, Add,
Re-Order, ADD A PREFERRED VENDOR (CONT.)
Replace, or
Delete Preferred
Vendors (Cont.) NOTES: (Cont.)
■ Also, if you wish to view a vendor’s information, click the gray, three-dotted
box next to the Vendor Name dropdown-menu arrow.
An employer/vendor list appears.
Click the + sign next to the vendor’s name to reveal his/her information…
…and…
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View, Add,
Re-Order, ADD A PREFERRED VENDOR (CONT.)
Replace, or
Delete Preferred
Vendors (Cont.) NOTES: (Cont.)
… to view the vendor’s documents, click the documents link. Any uploaded
documents (e.g., Insurance Certificate for Dunns Landscaping) appear…
…and you can click the + sign next to the document name to reveal more
details about it (i.e., author, file type, whether it’s checked out and when, and
the documents file name).
(To download the document, see “Upload, Download, Edit, or Delete Vendor
Documents” in the Accruent Administrator’s Guide: Member Administration.)
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View, Add,
Re-Order, ADD A PREFERRED VENDOR (CONT.)
Replace, or
Delete Preferred
Vendors (Cont.)
The vendor you selected appears on the Select Trade Type pane (along with a message that a vendor preference was successfully added).
20
Dunns Landscaping was added as a preferred vendor for the Landscaping trade type
NOTES:
■ To view a vendor’s information, click the + sign next to his/her name (see the
NOTE: on pg. 52).
■ The Inherited From column indicates if a vendor has been inherited from a
region, sub-region, or market. If you see:
None – It means you selected a region, sub-region, or market on an org
chart and newly added a vendor. (So, it is not inherited from anywhere
else).
– It means you selected a sub-region or market on an org chart and
when you selected a trade type (via the Select Trade Type pane [pg. 53]),
a vendor with this designation was inherited from a region (if you
selected a sub-region―or if you selected a market, inherited from a
region or sub-region). The name of the inherited region or sub-region
displays next to the (e.g., , , )
Continued on next page
_____________________________
20 The Insurance Expiry Date is the date the vendor’s insurance expires (at which point, the vendor should no longer
be employed until the his/her insurance is renewed); and if a “member” (see “Add, Edit, or Delete a Member/
Contact” in the Accruent Administrator’s Guide: Member Administration) is designated as the primary contact of
Dunns Landscaping, then his/her name (e.g., Jon Doe) appears in the Primary Contact column.
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View, Add,
Re-Order, ADD A PREFERRED VENDOR (CONT.)
Replace, or
Delete Preferred
Vendors (Cont.) NOTE: (Cont.)
■ – The symbol will not actually appear here. Instead, it will appear on an
entity’s Vendor Preference tab …
For Facility Fty77, the A to Z Construction vendor was inherited from a market (e.g., City)
on this entity’s affiliated Program org chart
…indicating the vendor was inherited from a market (e.g., City) on the entity’s
affiliated Program org chart.
5. Repeat steps 1. through 4. on pgs. 53-57 to add more of the same vendors—or different vendors.
NOTES:
■ If you add more vendors of the same trade type, you can continue to click the
Add Vendor button to do so.
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View, Add,
Re-Order, ADD A PREFERRED VENDOR (CONT.)
Replace, or
Delete Preferred
Vendors (Cont.) NOTES: (Cont.)
■ If you add more vendors of a different trade type, then you must:
1. Select the trade type from the Select Trade Type dropdown menu.
2. Click the Submit button. (The pane refreshes and will be empty or display
vendors already added).
3. Click the Add Vendor button to select additional vendors.
■ The first three vendors listed under a particular trade are your top three
preferred vendors, so be sure of your first three selected vendors. In all
Vendor menus for any entity related to this org-chart’s program, the first
vendor listed here will be the first (i.e., default) vendor shown in those
menus.
6. Click the Close button to save and exit.
SET TOP THREE VENDORS; OR RE-ORDER A PREFERRED VENDOR
The purpose of being able to re-order vendors under a particular trade type is to list the top three preferred (by the client) vendors for that trade type.
21
To set the top three vendors—or re-order a particular vendor’s position:
1. Click the Select Trade Type dropdown arrow, and select the relevant trade type (e.g., General Contractor; see pg. 52).
2. Click the Submit button. (The pane refreshes to reveal the trade’s selected preferred vendors.)
Continued on next page
_____________________________
21 The first vendor listed here will be the first (i.e., default) vendor displayed in a related entity’s Trade Type
dropdown menus.
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View, Add,
Re-Order, SET TOP THREE VENDORS; OR RE-ORDER A PREFERRED VENDOR (CONT.)
Replace, or
Delete Preferred
Vendors (Cont.)
3. Click the Re-Order or button of the vendor you want to re-order.
A to Z Construction was moved from second to first position.
4. Click the Close button to save and exit.
REPLACE A PREFERRED VENDOR
To replace a preferred vendor:
1. Click its edit link on the Select Trade Type pane (pg. 53). The Edit Vendor Preference pane appears.
Edit Vendor Preference pane
2. Follow the same instructions as stated in step 5. on pg. 53.
3. Click the Update button. The vendor you selected appears on the Select Trade Type pane (along with a message that a vendor preference was successfully updated).
DELETE A PREFERRED VENDOR
To delete a preferred vendor (e.g., General Contractor A):
1. Click its delete link on the Select Trade Type pane (pg. 53; and at the prompt, click the Yes button to confirm the deletion).
Continued on next page
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View, Add,
Re-Order, DELETE A PREFERRED VENDOR (CONT.)
Replace, or
Delete Preferred
Vendors (Cont.)
The vendor no longer appears on the pane.
General Contractor A no longer appears on the Select Trade Type pane
2. Click the Close button to save and exit.
Change an
Org-Chart
Display
To change the display of a organization chart from horizontal to vertical—or vice versa:
1. Click the Manage Regions/Org Chart link (pg. 5) in the Company Administration section on the dashboard. The Program tab appears, displaying the Org Chart page.
The Program tab/Org Chart page for BBY Magnolia
2. If the program you want is not displayed, click the arrow, and select the program (e.g., Ames Designs) you want to access.
Continued on next page
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Change an
Org-Chart
Display (Cont.)
The Program tab refreshes to the organization chart of the program you selected.
The Ames Designs organization chart
3. Click the Management arrow, and select how you want the organization to display (i.e., horizontally or vertically)
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Change an
Org-Chart
Display (Cont.)
The organization chart refreshes to display in the manner you selected.
The Ames Designs organization now displays vertically instead of horizontally.
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Manage Centers
There are mall-based retailers (MBRs) who often have multiple stores of different brands within the same shopping center. (For example: The Gap, GapBody, Gap Maternity, GapKids, babyGap)
Through the Manage Centers link, you can collect an MBR’s key center-level attributes in one place. (Also, a retailer’s competition, anchors, generators, and co-tenants can be tracked at the Center level.)
In addition to adding or editing a center, you can also (if necessary), add, edit, or delete a market, market type, mall rating, center type, landlord/owner, property manager, leasing agent, mall manager, marketing director, and/or developer.
What do you want to do?
■ Add or edit a center/details (see below).
■ Add, edit, or delete a:
■ Market (see pg. 79).
■ Market type (see pg. 83).
■ Mall rating (see pg. 86).
■ Center type (see pg. 88).
■ Landlord/owner (see pg. 91).
■ Property manager (see pg. 95).
■ Leasing agent (see pg. 96).
■ Mall manager (see pg. 101).
■ Marketing director (see pg. 102).
■ Developer (see pg. 102).
Add or Edit a
Center/Details To add or edit a center:
1. Click the Manage Centers link in the Program Administration section on the dashboard (pg. 5). The Center Name page appears.
Center Name page
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Add or Edit a
Center/Details
(Cont.)
2. To:
■ Add a center, see below.
■ Edit a center’s information, see pg. 77.
ADD A CENTER
To add a center:
1. Click the Add button on the Center Name page (pg. 63). The Add Center pane appears.
Add Center pane
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Add or Edit a
Center/Details ADD A CENTER (CONT.)
(Cont.)
2. Enter any notes (e.g., Just east of Culver City) in the Notes textbox.
3. In the General Information section:
General Information section
a. Enter the:
■ Center name (e.g., Fox Hills Mall) 22
■ Name of the metropolitan statistical area (MSA)
■ Trade area (e.g., Los Angeles)
■ SD region
b. Click the Program, Region and Country arrows, and make the appropriate selections (e.g., Accruent Offices, Southwest, USA).
Continued on next page
_____________________________
22 If using Oracle: Because there may be multiple duplicate entities, be aware of the entity name's letter case (e.g.,
Fox Hills Mall, fox hills mall) when you enter the name in a textbox or select it from a dropdown menu, to ensure
that you are referencing the appropriate entity. (To avoid this circumstance, it is recommended that you deploy the
Accruent suite on SQL Server 2005.)
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Add or Edit a
Center/Details ADD A CENTER (CONT.)
(Cont.)
c. Click the Market and Market Type arrows, and make the appropriate selections (e.g., CA – Southern California – Los Angeles, Urban).
NOTE: If you don’t see the market—or market type—you want, you must add
it to the application. To do so: Click the gray three-dotted box.
The market list appears.
Market list
…OR…
The market-type list appears.
Market-type list
See “Add, Edit, or Delete a Market” on pg. 79 and “Add, Edit, or Delete a
Market Type” on pg. 82.
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Add or Edit a
Center/Details ADD A CENTER (CONT.)
(Cont.)
NOTE: (Cont.)
The market you add via this Market menu on the Add Center pane (pg. 64)
will not be linked to a region or sub-region on an org chart. However, if you
want it to, follow the instructions in “Create, Edit, or Delete a Market
For/From a Region or Sub-Region on an Organization Chart” on pg. 36, then
come back to this procedure and add the market to the center.
d. Click the Budget Creation Mode dropdown arrow, and select the appropriate mode (e.g., SLM Budgeting).
23
4. In the Location section:
The Location section
a. Enter the:
■ Street address (e.g., 5781 Sepulveda Blvd), city (e.g., Los Angeles), and zip code (e.g., 91000)
■ Cross streets (e.g., Centinela, Slauson)
■ Latitude and longitude (if known)
■ Phone number (e.g., 310-555-1212)
b. Click the State and County arrows, and make the appropriate selections (e.g., CA, Los Angeles).
Continued on next page
_____________________________
23 Budget data can be integrated into the Accruent suite, uploaded from MS Excel; or created in the Accruent suite
(on the Budget tab). For information about budgets, see the Accruent Administrator’s Guide: Company
Administration – Part IV (Budget Administration and Lease Management).
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Add or Edit a
Center/Details ADD A CENTER (CONT.)
(Cont.)
5. To add a center manager(s) in the Management Section:
The Management section
a. Click the Manager Name arrow, and select the name of the center manager (e.g., DJ Ames).
b. Click the add link. The name you selected appears.
DJ Ames was added as a center manager
c. Continue to select more managers, if desired.
Michael Bartha was also added as a manager
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Add or Edit a
Center/Details ADD A CENTER (CONT.)
(Cont.)
NOTE: To delete a manager, click his/her delete link:
The manager’s name no longer appears.
Michael Bartha was removed as a manager
6. In the Center Details section:
The Center Details section
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Add or Edit a
Center/Details ADD A CENTER (CONT.)
(Cont.)
a. Enter the:
■ Year the center was built (e.g.,1969)
■ Hours of operation (e.g., 9:00 am to 9:00 pm)
■ Number of levels (e.g., 3)
■ Number of parking spaces (e.g.,400)
■ The ULI center type (e.g., ??)
■ The nearest competing center (e.g., Baldwin Hills)
■ The center’s gross lease area (GLA) square footage (e.g.,55,000)
■ The center’s sales-area square footage (e.g.,48,000)
■ The center’s gross-lease-area square footage, excluding anchors (e.g.,35,000)
24
■ The number of stores in the center (e.g.,65)
■ The center’s occupancy percentage (e.g., 94%)
b. Click the appropriate radio button to indicate if the center:
■ Is enclosed
■ Has a food court
■ Has out-parcels 25
■ Has available space
c. Click the appropriate Expansion Planned and/or Renovation Planned radio button (Yes, No) to indicate if a center expansion and/or renovation is planned.
Continued on next page
_____________________________
24 An anchor is a major store like Nordstrom, Macy’s, JCPenneys.
25 An out-parcel is a commercial lot.
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Add or Edit a
Center/Details ADD A CENTER (CONT.)
(Cont.)
Then, if so (for both or either):
1) Click the Expansion Plan Date and/or Renovation Plan date calendar icon or arrow.
A calendar appears.
2) Select the projected expansion and/or renovation date (e.g. 09/04/2007) . (For the year, click the << or >> arrows to navigate backwards or forwards).
26
c. Click the Mall Rating and Center Type arrows, and make the appropriate selections (e.g., A++, Retail Mall).
Continued on next page
_____________________________
26 If necessary, click the Clear Date link to clear out the date from the Projected Delivery Date textbox.
Calendar icon Arrow
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Add or Edit a
Center/Details ADD A CENTER (CONT.)
(Cont.)
NOTE: If you don’t see the mall rating, or center type, you want, you must add it to the
application. To do so: Click the gray three-dotted box.
The mall-rating list, or center-type, list appears.
Mall-rating list
Center-type list
See “Add, Edit, or Delete a Mall Rating” on pg. 86 or “Add, Edit, or Delete a Center Type”
on pg. 88.
7. In the Contact Information section…
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Add or Edit a
Center/Details ADD A CENTER (CONT.)
(Cont.)
…click the following arrows, and make and make the appropriate selections.
27
■ Landlord/Owner (e.g., Patricia Adams)
■ Property Manager (e.g., John Williams)
■ Leasing Agent (e.g., Westfield)
■ Mall Manager (e.g., Barbara Zeff)
■ Marketing Director (e.g., Jim Wilton)
■ Developer (e.g., Epoch, Inc.)
NOTE: If you don’t see the landlord owner, property manager, leasing agent, mall
manager, marketing director, and/or developer you want, you must add it/them to
the application. To do so: Click the gray three-dotted box.
Continued on next page
_____________________________
27 When you click a arrow, a menu or list will appear. Select the name from either one.
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Add or Edit a
Center/Details ADD A CENTER (CONT.)
(Cont.)
NOTE: (Cont.)
■ For Landlord/Owner, Property Manager, Mall Manager, and Marketing
Director: A members/contacts list appears.
The members/contacts list
…and…
Continued on next page
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Add or Edit a
Center/Details ADD A CENTER (CONT.)
(Cont.)
NOTE (Cont.)
■ For Leasing Agent and Developer: The employer/vendor list appears
The employer/vendor list
See:
■ “Add, Edit, or Delete a Landlord/Owner” on pg. 91.
■ “Add, Edit, or Delete a Property Manager” on pg. 95.
■ “Add, Edit, or Delete a Leasing Agent” on pg. 96.
■ “Add, Edit, or Delete a Mall Manager” on pg. 101.
■ “Add, Edit, or Delete a Marketing Director” on pg. 102.
■ “Add, Edit, or Delete a Developer” on pg. 102.
8. Click the Add button on the Add Center pane (pg. 64) to save the information (or the window’s to close without saving).
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Add or Edit a
Center/Details ADD A CENTER (CONT.)
(Cont.)
The center name appears on the Center Name page (along with a message that a center was successfully added).
The Fox Hills Mall was added to the Center Name page
(Cont.) …and displays as follows on the Center tab:
Center: Fox Hills Mall displays on the Center tab28
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_____________________________
28 If, in the Budget Information section of the tab, if a column name should be changed or added to the center’s
assigned budget template, the changed/new names will auto-change/appear here also.
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Add or Edit a
Center/Details ADD A CENTER (CONT.)
(Cont.)
NOTE: Clicking the center’s + sign reveals its details.
Details (i.e., affiliated program and region) for the Fox Hills Mall center
EDIT CENTER INFORMATION
To edit a center’s (e.g., Fox Hills Mall) information:
1. Click its edit link on the Center Name page (pg. 63). 29
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_____________________________
29 If using Oracle : Because there may be multiple duplicate entities, be aware of the entity name's letter case (e.g., Fox
Hills Mall, fox hills mall) when you enter the name in a textbox or select it from a page or dropdown menu, to ensure
that you are referencing the appropriate entity. (To avoid this circumstance, it is recommended that you deploy the
Accruent suite on SQL Server 2005.)
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Add or Edit a
Center/Details EDIT A CENTER (CONT.)
(Cont.)
The Edit Center pane appears.
Edit Center pane
2. Follow steps 2. through 8. on pgs. 65-77, under “Add a Center”.
3. Click the Update button on the Edit Center pane to save the information (or the window’s to close without saving).
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Add, Edit, or
Delete a Market
NOTE: The market you add via this procedure will not be linked to a region or sub-region
on an org chart. However, if you want it to, follow the instructions in “Create, Edit, or
Delete a Market For/From a Region or Sub-Region on an Organization Chart” on pg. 36.
To add, edit, or delete a market to/from the market list:
1. Click the Manage Centers link (pg. 5) in the Program Administration section on the dashboard. The Center Name page appears (pg. 63).
2. Click the Add button. The Add Center pane appears (pg. 64).
3. Click the gray three-dotted box next to the Market menu.
The market list appears. 30
Market list
4. To:
■ Add a market, see pg. 80.
■ Edit the name or description of a market, see pg. 81.
■ Delete a market, see pg. 82.
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_____________________________
30 The markets displayed in this list may be from any part of the U.S., not just from the selected region on the Add
Center page (pg. 64)―and some may be linked a region or sub-region on a site’s/facility’s/project’s organization
chart. (The only way to tell is to look at the site’s [or project’s, facility’s] Program org chart. For any market not
linked to a region or sub-region on an organization chart, to do so: See “Create, Edit, or Delete a Market For/From
a Region or Sub-Region on an Organization Chart” on pg. 36.)
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Add, Edit, or
Delete a Market ADD A MARKET
(Cont.)
To add a market to the market list:
1. Click the Add button on the list (pg. 79). The Add Item pane appears.
Add Item pane
2. Enter the name (e.g., Andover) and description (e.g., Andover, Connecticut) of the market, then click the Add button to save the information (or the window’s to close without saving). The name of the market appears in the Market menu textbox on the Add Center pane (pg. 64).
…and clicking the gray three-dotted box next to the textbox reveals the name on the list.
Andover was added to the market list
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Add, Edit, or
Delete a Market EDIT A MARKET
(Cont.)
To edit the name and/or description of a market (e.g., Andover):
1. Click its edit button on the market list (pg. 79). The Edit Item pane appears.
Edit Item pane
2. Edit any information, then click the Update button to save the information (or the window’s to close without saving). The Market menu on the Add Center pane (pg. 64). appears with the name of the selected market (e.g., Ashford):
…and clicking the gray three-dotted box next to the textbox reveals the edited information.
The Andover market was changed to Ashford
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Add, Edit, or
Delete a Market DELETE A MARKET
(Cont.)
To delete a market (e.g., Ashford) from the market list (pg. 79): Click its delete button on the list (and at the prompt, click the Yes button to confirm the deletion).
NOTE: If the market was chosen for any facility, then you will receive the following
system message. Click the Dismiss button to cancel the deletion.
The market list reappears without the name of the market (along with a message indicating that the item was successfully deleted).
Add, Edit,
or Delete a
Market Type
To add, edit, or delete a market type to/from the market-type list:
1. Click the Manage Centers link in the Program Administration section on the dashboard (pg. 5). The Center Name page appears (pg. 63).
2. Click the Add button. The Add Center pane appears (pg. 64).
3. Click the gray three-dotted box next to the Market Type menu.
The market-type list appears.
Market-type list
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Add, Edit,
or Delete a
Market Type
(Cont.)
4. To:
■ Add a market type, see below.
■ Edit the name or description of a market type, see pg. 84.
■ Delete a market type, see pg. 84.
ADD A MARKET TYPE
To add a market type to the market-type list (pg. 82).
1. Click the Add button on the list. The Add Item pane appears.
Add Item pane
2. Enter the name (e.g., Marina) and description (e.g., Within 1 mile of coastline) of the market, then click the Add button to save the information (or the window’s to close without saving). The name of the market type appears in the Market Type menu textbox on the Add Center pane (pg. 64).
…and clicking the gray three-dotted box next to the textbox reveals the name on the list.
Marina was added to the market-type list
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Add, Edit,
or Delete a EDIT A MARKET TYPE
Market Type
(Cont.) To edit the name and/or description of a market type (e.g., Marina):
1. Click its edit button on the market-type list (pg. 82). The Edit Item pane appears.
Edit Item pane
2. Edit any information, then click the Update button to save the information (or the window’s to close without saving). The Market Type menu on the Add Center pane (pg. 64) appears with the name of the selected market type:
…and clicking the gray three-dotted box next to the textbox reveals the edited information.
The description was changed from Within 1 mile of coastline to Within 2 miles of coastline
DELETE A MARKET TYPE
To delete a market type (e.g., Marina) from the market-type list : Click its delete button on the list (pg. 82; and at the prompt, click the Yes button to confirm the deletion).
Continued on next page
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Add, Edit,
or Delete a DELETE A MARKET TYPE (CONT.)
Market Type
(Cont.) NOTE: If the market type was chosen for any center, then you will receive the following
system message. Click the Dismiss button to cancel the deletion.
The market-type list reappears without the name of the market type (along with a message indicating that the item was successfully deleted).
The Marina market type no longer appears on the market-type list
Add, Edit,
or Delete a
Mall Rating
To add, edit, or delete a mall rating to/from the mall-rating list:
1. Click the Manage Centers link in the Program Administration section on the dashboard (pg. 5). The Center Name page appears (pg. 63).
2. Click the Add button. The Add Center pane appears (pg. 64).
3. Click the gray three-dotted box next to the Mall rating menu.
Continued on next page
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Add, Edit,
or Delete a
Mall Rating
(Cont.)
The mall-rating list appears.
Mall-rating list
4. To:
■ Add a mall rating, see below.
■ Edit the name or description of a mall rating, see pg. 87.
■ Delete a mall rating, see pg. 87.
ADD A MALL RATING
To add a mall rating to the mall-rating list:
1. Click the Add button on the list (see above). The Add Item pane appears.
Add Item pane
2. Enter the name (e.g., Excellent) and description (e.g., Good amount of customer traffic) of the mall rating, then click the Add button to save the information (or the window’s to close without saving). The name of the mall rating appears in the Mall Rating menu textbox on the Add Center pane (pg. 64).
…and clicking the gray three-dotted box next to the textbox reveals the name on the list.
Excellent was added to the mall-rating list
Continued on next page
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Add, Edit,
or Delete a EDIT A MALL RATING
Mall Rating
(Cont.) To edit the name and/or description of a mall rating (e.g., Excellent):
1. Click its edit button on the mall-rating list (pg. 86). The Edit Item pane appears.
Edit Item pane
2. Edit any information, then click the Update button to save the information (or the window’s to close without saving). The Mall Rating menu on the Add Center pane (pg. 64). appears with the name of the selected mall rating(e.g., Excellent):
…and clicking the gray three-dotted box next to the textbox reveals the edited information.
The description was changed from Good amount of customer traffic to
Very heavy customer traffic
DELETE A MALL RATING
To delete a mall rating (e.g., Excellent) from the mall-rating list: Click its delete button on the list (pg. 86; and at the prompt, click the Yes button to confirm the deletion).
Continued on next page
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Add, Edit,
or Delete a DELETE A MALL RATING (CONT.)
Mall Rating
(Cont.) NOTE: If the mall rating was chosen for any center, then you will receive the following
system message. Click the Dismiss button to cancel the deletion.
The mall-rating list reappears without the name of the mall rating (along with a message indicating that the item was successfully deleted).
Add, Edit,
or Delete a
Center Type
To add, edit, or delete a center type to/from the center-type list:
1. Click the Manage Centers link in the Program Administration section on the dashboard (pg. 5). The Center Name page appears (pg. 63).
2. Click the Add button. The Add Center pane appears (pg. 64).
3. Click the gray three-dotted box next to the Center Type menu.
The center-type list appears.
Center-type list
Continued on next page
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Add, Edit,
or Delete a
Center Type
(Cont.)
4. To:
■ Add a center type, see below.
■ Edit the name or description of a center type, see pg. 90.
■ Delete a center type, see pg. 91.
ADD A CENTER TYPE
To add a center type to the center-type list:
1. Click the Add button on the list (see above). The Add Item pane appears.
The Add Item pane
2. Enter the name (e.g., Large lot) and description (e.g., Five acres) of the center type, then click the Add button to save the information (or the window’s to close without saving). The name of the center type appears in the Center Type menu textbox on the Add Center pane (pg. 64).
…and clicking the gray three-dotted box next to the textbox reveals the name on the list.
Large lot was added to the center list
Continued on next page
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Add, Edit,
or Delete a EDIT A CENTER TYPE
Center Type
(Cont.) To edit the name and/or description of a center type (e.g., Large lot):
1. Click its edit button on the center-type list (pg. 88). The Edit Item pane appears.
The Edit Item pane
2. Edit any information, then click the Update button to save the information (or the window’s to close without saving). The Center Type menu on the Add Center pane (pg. 64) appears with the name of the selected center type(e.g., Large commercial lot):.
…and clicking the gray three-dotted box next to the textbox reveals the edited information.
The name was changed from Large lot to
Large commercial lot
Continued on next page
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Add, Edit,
or Delete a DELETE A CENTER TYPE
Center Type
(Cont.) To delete a center type (e.g., Large lot) from the center-type list: Click its delete button on the list (pg. 88; and at the prompt, click the Yes button to confirm the deletion).
NOTE: If the center type was chosen for any center, then you will receive the following
system message. Click the Dismiss button to cancel the deletion.
The center-type list reappears without the name of the center type (along with a message indicating that the item was successfully deleted).
Add, Edit,
or Delete a
Landlord/
Owner
To add, edit, or delete a landlord/owner to/from the members/contacts list:
1. Click the Manage Centers link in the Program Administration section on the dashboard (pg. 5). The Center Name page appears (pg. 63).
2. Click the Add button. The Add Center pane appears (pg. 64).
3. Click the gray three-dotted box next to the Landlord/Owner menu.
The members/contacts list appears.
The members/contacts list
Continued on next page
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Add, Edit,
or Delete a
Landlord/
Owner (Cont.)
4. To:
■ Add a landlord/owner, see below.
■ Edit a landlord/owner’s information, see pg. 93.
■ Delete a landlord/owner, see pg. 95.
ADD A LANDLORD/OWNER
To add a landlord/owner:
1. Click the Add button on the members/contacts list (pg. 91). The Add Contact pane appears.
The Add Contact pane
2. See steps 2. through 10.g. in the “Add or Enter a Member/Contact”
procedure in the Accruent Administrator’s Guide: Member Administration.
Continued on next page
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Add, Edit,
or Delete a ADD A LANDLORD/OWNER (CONT.)
Landlord/
Owner (Cont.) 3. When done, click the Add button on the Add Contact pane, to save the information (or the window’s to close without saving). The name of the landlord/owner (e.g., Dawn Afton) appears in the Landlord/Owner menu textbox on the Add Center pane (pg. 64).
...and if you click the gray three-dotted box next to the name, the members/ contacts list appears with the name of the new landlord/owner.
Dawn Afton, as landlord/owner, was added to the members/contacts list 31
EDIT LANDLORD/OWNER INFORMATION
To edit a landlord/owner’s (e.g., Dawn Afton) information:
1. Click his/her edit link on the members/contacts list (see above).
Continued on next page
_____________________________
31 If the individual was designated as a member (instead of a contact), then Yes appears in the Member? Column.
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Add, Edit,
or Delete a EDIT LANDLORD/OWNER INFORMATION (CONT.)
Landlord/
Owner (Cont.) The Edit Contact pane appears.
The Edit Contact pane
2. Edit any information. (See steps 2. through 10.g. in the “Add or Enter a
Member/Contact” procedure in the Accruent Administrator’s Guide: Member Administration.)
3. When done, click the Update button on the Edit Contact pane to save the information (or the window’s to close without saving). The name of the landlord/owner (e.g., Dawn Afton) appears in the Landlord/Owner menu textbox on the Add Center pane (pg. 64)
...and if you click the gray three-dotted box next to the name, the members/contacts list appears (pg. 91), displaying any edited information.
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Add, Edit,
or Delete a DELETE A LANDLORD/OWNER
Landlord/
Owner (Cont.) To delete a landlord/owner (e.g., Dawn Afton) from the members/contacts list (pg. 91): Click his/her delete button on the list (and at the prompt, click the Yes button to confirm the deletion).
NOTE: If the landlord/owner was chosen for any center, then you will receive the
following system message. Click the Dismiss button to cancel the deletion.
The person’s name no longer appears on the members/contacts list (along with a message indicating that an item was successfully deleted).
Add, Edit,
or Delete a
Property
Manager
To add, edit, or delete a property manager to/from the property-manager list:
1. Click the Manage Centers link in the Program Administration section on the dashboard (pg. 5). The Center Name page appears (pg. 63).
2. Click the Add button. The Add Center pane appears (pg. 64).
3. Click the gray three-dotted box next to the Property Manager menu.
The members/contacts list appears (pg. 91).
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Add, Edit,
or Delete a
Property
Manager
(Cont.)
4. To:
■ Add a property manager: Follow the same instructions as stated under “Add a Landlord/Owner” on pg. 92.
■ Edit a property manager’s information: Follow the same instructions as stated under “Edit Landlord/Owner Information” on pg. 93.
■ Delete a property manager: Follow the same instructions as stated under “Delete a Landlord/Owner” on pg. 95.
Add, Edit,
or Delete a
Leasing Agent
To add, edit, or delete a leasing agent to/from the leasing-agent list:
1. Click the Manage Centers link in the Program Administration section on the dashboard (pg. 5). The Center Name page appears (pg. 63).
2. Click the Add button. The Add Center pane appears (pg. 64).
3. Click the gray three-dotted box next to the Leasing Agent menu.
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Add, Edit,
or Delete a
Leasing Agent
(Cont.)
The employer/vendor list appears.
The employer/vendor list
4. To:
■ Add a leasing agent, see pg. 98.
■ Edit a leasing agent’s information, see pg. 100.
■ Delete a leasing agent, see pg. 101.
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Add, Edit,
or Delete a ADD A LEASING AGENT
Leasing Agent
(Cont.) To add a leasing agent:
1. Click the Add button on the employer/vendor list (pg. 97). The Add Employer pane appears.
Add Employer pane
2. Follow the same instructions as stated under “Add an
Employer/Vendor” in the Manage Employers section of the Accruent Administrator’s Guide: Member Administration.
3. When done, click the Add button on the Add Employer pane, to save the information (or the window’s to close without saving). The name of the leasing agent (e.g., ABC Realty) appears in the Leasing agent menu textbox on the Add Center pane (pg. 64).
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Add, Edit,
or Delete a ADD A LEASING AGENT (CONT.)
Leasing Agent
(Cont.) ...and if you click the gray three-dotted box next to the name, the employer/vendor list appears with the name of the new leasing agent.
ABC Realty was added to the employer/vendor list
NOTE: To see an employer’s or vendor’s information, click his/her + sign. The
entry expands to reveal the information.
ABC Realty’s information
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Add, Edit,
or Delete a EDIT LEASING-AGENT INFORMATION
Leasing Agent
(Cont.) To edit a leasing agent’s (e.g., ABC Realty) information:
1. Click its edit link on the employer/vendor list (pg. 97). The Edit Employer pane appears.
Edit Contact pane
2. Edit any information. (Follow the same instructions as stated under “Add an Employer/Vendor” in the Manage Employers section of the Accruent Administrator’s Guide: Member Administration.)
3. When done, click the Update button on the Edit Contact pane to save the information (or the window’s to close without saving). The name of the leasing agent (e.g., ABC Realty) appears in the Leasing Agent menu textbox on the Add Center pane (pg. 64).
...and if you click the gray three-dotted box next to the name, the employer/ vendor list appears (pg. 97).
4. Click the + sign next to the employer’s name to reveal its information (see the NOTE on pg. 99.)
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Add, Edit,
or Delete a DELETE A LEASING AGENT
Leasing Agent
(Cont.) To delete a leasing agent’s information (e.g., ABC Realty): Click its delete link on the employer/vendor list (pg. 97; and at the prompt, click the Yes button to confirm the deletion).
NOTE: If the leasing agent was chosen for any center, then you will receive the following
system message. Click the Dismiss button to cancel the deletion.
The person’s name no longer appears on the employer/vendor list (along with a message indicating that an item was successfully deleted).
Add, Edit,
or Delete a
Mall Manager
To add, edit, or delete a mall manager to/from the mall-manager list:
1. Click the Manage Centers link in the Program Administration section on the dashboard (pg. 5). The Center Name page appears (pg. 63).
2. Click the Add button. The Add Center pane appears (pg. 64).
3. Click the gray three-dotted box next to the Mall Manager menu.
The members/contacts list appears (pg. 91).
4. To:
■ Add a mall manager: Follow the same instructions as stated under “Add a Landlord/Owner” on pg. 92.
■ Edit a mall manager’s information: Follow the same instructions as stated under “Edit Landlord/Owner Information” on pg. 93.
■ Delete a mall manager: Follow the same instructions as stated under “Delete a Landlord/Owner” on pg. 95.
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Add, Edit,
or Delete a
Marketing
Director
To add, edit, or delete a marketing director to/from the marketing-director list:
1. Click the Manage Centers link in the Program Administration section on the dashboard (pg. 5). The Center Name page appears (pg. 63).
2. Click the Add button. The Add Center pane appears (pg. 64).
3. Click the gray three-dotted box next to the Marketing Director menu.
The members/contacts list appears (pg. 91).
4. To:
■ Add a marketing director: Follow the same instructions as stated under “Add a Landlord/Owner” on pg. 92.
■ Edit a marketing director’s information: Follow the same instructions as stated under “Edit Landlord/Owner Information” on pg. 93.
■ Delete a marketing director: Follow the same instructions as stated under “Delete a Landlord/Owner” on pg. 95.
Add, Edit,
or Delete a
Developer
To add, edit, or delete a developer to/from the developer list:
1. Click the Manage Centers link in the Program Administration section on the dashboard (pg. 5). The Center Name page appears (pg. 63).
2. Click the Add button. The Add Center pane appears (pg. 64).
3. Click the gray three-dotted box next to the Developer menu.
The employer/vendor list appears (pg. 97).
4. To:
■ Add a developer: Follow the same instructions as stated under “Add a Leasing Agent” on pg. 98.
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Add, Edit,
or Delete a
Developer
(Cont.)
■ Edit a developer’s information: Follow the same instructions as stated under “Edit Leasing-Agent Information” on pg. 100.
■ Delete a developer: Follow the same instructions as stated under “Delete a Leasing Agent” on pg. 101.
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Manage Special Projects
Special projects are activities conducted for various entities within a single program (e.g., painting of facility buildings, annual re-landscaping of various external facilities; parking-lot repavements). In other words, a “consolidated” project for various facilities.
What do you want to do?
■ Add a special project (see below).
■ Edit a special project (see pg. 122).
Add or Edit
a Special
Project NOTE: Before you can add a special project, make sure that an Operating organization
chart exists for the project’s selected program (e.g., Ames Designs).32
The Operating organization chart for the Ames Designs program
Continued on next page
_____________________________
32 There are two types of organization charts for a program: Pre-Open and Operating. Pre-open organization charts
are set up for sites and projects that will become facilities. (A site is a location that may become a project in the
future; a project is a location that an owner has committed resources to, to actively develop into a facility).
Operating organization charts are set up for existing facilities. (A facility is a completed project.) For information
about organization charts, see the “Manage Regions/Org Chart” in the Accruent Administrator’s Guide: Program
Administration.
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Add or Edit
a Special Project
(Cont.)
To add or edit a special project:
1. Click the Manage Special Projects link in the Project Administration section on the dashboard (pg. 5). The Manage Special Project tab appears.
Manage Special Project tab
2. To
■ Add a special project, see below.
■ Edit a special project, see pg. 122.
ADD A SPECIAL PROJECT
To add a special project:
1. Click the Add button on the Manage Special Project tab (above). The Program Set-Up page appears, with the Special Project radio button selected.
Project Set-up > Program Set-Up page
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Add or Edit a
Special Project ADD A SPECIAL PROJECT (CONT.)
(Cont.)
NOTE:
You are now in the Entity Set-up Wizard, which you can also reach by clicking the
Entity Set-up Wizard link on the Administration tab.33
2. Click the dropdown-menu arrow, and select the project’s applicable program (e.g., Ames Designs).
34
3. Click the Go To Next Step button.
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_____________________________
33 For detailed information about the Entity Set-Up Wizard, see “The Entity Set-Up Wizard” in the Accruent
Administrator’s Guide: General Information, Entity Set-up Wizard, and System-Administration Reports.
34 If you do not see the program you want, you must enter it into the application. See “Enter or Edit a Program/
Details” in the Accruent Administrator’s Guide: Program Administration.
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Add or Edit a
Special Project ADD A SPECIAL PROJECT (CONT.)
(Cont.)
The Add Special Project pane appears (in a separate window).
Add Special Project pane
4. In the General Information section:
a. Enter the name of the special project (e.g., Annual Re-
Landscaping).
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Add or Edit a
Special Project ADD A SPECIAL PROJECT (CONT.)
(Cont.)
b. Click the Region dropdown arrow, and select the applicable region (e.g., West Coast).
NOTE:
If no regions exist on the named program’s Operating organization chart (pg.
Error! Bookmark not defined.), the Region dropdown menu will be empty.35
What displays in the Region
dropdown menu if an Operating
organization chart does not exist for
the special project’s selected
program
What displays in the Region
dropdown menu if an Operating
organization chart does exist for the
special project’s selected program
To populate the menu, see “Create, Edit, or Delete a Region on an
Organization Chart” in the Accruent Administrator’s Guide: Program
Administration.
c. Click the Market dropdown menu, and select the applicable market (e.g., CA – Southern California).
36
Continued on next page
_____________________________
35 If creating a site or project, a Pre-Open org chart (with regions) must exist for the selected program; if creating a
facility, an Operating (with regions) org chart must exist for the selected program.
36 The markets displayed in this menu may be from any part of the U.S., not just from the selected region or sub-
region on an org chart. (The only way to tell if a market is linked to a region or sub-region on an org chart is to look
at the org chart [see “Manage Regions/Org Chart” in the Accruent Administrator’s Guide: Program
Administration].To see how to link a market to a region or sub-region on an org chart, see “Create a Market Under
a Region” or “Create a Market Under a Sub-Region” in the “Create, Edit, or Delete a Market on an Organization
Chart” in the Accruent Administrator’s Guide: Program Administration.)
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Add or Edit a
Special Project ADD A SPECIAL PROJECT (CONT.)
(Cont.)
NOTE: If you don’t see the market you want, you must add it to the application. To
do so: Click the gray three-dotted box.
The appropriate list appears.
The market list
See “Add, Edit, or Delete a Market” on pg. 79. (However, if you want to link the
market to region or sub-region on an organization chart, see “Create a Market Under
a Region” or “Create a Market Under a Sub-Region” in “Create, Edit, or Delete a
Market on an Organization Chart” in the Accruent Administrator’s Guide – Program
Administration.)
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Add or Edit a
Special Project ADD A SPECIAL PROJECT (CONT.)
(Cont.)
d. Click the Projected Delivery Date calendar icon or arrow (a calendar appears); and select the projected delivery date (e.g., December 15, 2010). (For the year, click the << or >> arrows to navigate backwards or forwards).
37
e. Select the Schedule Creation Mode and Budget Creation Mode dropdown menus, and select the appropriate modes (e.g., SLM Editor, SLM Budgeting).
38
Continued on next page
_____________________________
37 If necessary, click the Clear Date link to clear out the date from the Projected Delivery Date textbox.
38 The schedule data can be integrated into the Accruent suite, uploaded from MS Project, or created in the Accruent
suite (on the Schedule tab); and budget data can be integrated into the application, uploaded from MS Excel, or
created in the application (on the Budget tab).For information about budgets, see the Accruent Administrator’s
Guide: Company Administration – Part IV (Budget Administration and Lease Management).
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Add or Edit a
Special Project ADD A SPECIAL PROJECT (CONT.)
(Cont.)
f. Click the Project Type dropdown arrow, and select the appropriate project type (e.g., Gardening).
NOTE: If you don’t see the project type you want, you must add it to the application.
To do so: Click the gray three-dotted box.
The project-type list appears.
Project-type list
See “Add, Edit, or Delete a Project Type” on pg. 123.
5. In the Manager Name section:
a. Click the <SELECT> dropdown menu, and select a manager (e.g.,
Julie Armstrong).
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Add or Edit a
Special Project ADD A SPECIAL PROJECT (CONT.)
(Cont.)
b. Click the add link. The individual’s name is added as a manager.
c. To add more managers, as applicable: Repeat steps 5.a and 5.b.
6. In the Related Entities section:
a. Click the Associate Entities with this Special Project button. The
Choose the Related Project Entity Types pane appears.
Choose the Related Project Entity Types pane
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Add or Edit a
Special Project ADD A SPECIAL PROJECT (CONT.)
(Cont.)
b. In the Available Entity Types textbox, select the relevant entities (e.g., Facilities)
c. Click the arrow to move it/them to the Entity types to be included in the Special Project textbox.
d. Under Choose Related Project Entities based on geographics:
1) Click the relevant radio button (e.g., Program, Region, Sub-Region, etc.) to further filter the search criteria for selecting entities for the special project. (The three examples below are based on Program, Market Area, and Zip Code. If you don’t choose any filters, then all data will be included in the search.) Based on which button you select, the textbox will refresh to reveal their relevant entries.
Filter based on Program
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Add or Edit a
Special Project ADD A SPECIAL PROJECT (CONT.)
(Cont.)
Filter based on Market Area
Filter based on Zip(Code)
2) Select one or more geographical entries (e.g., CA – Northern California; CA – Southern California).
Two market areas (CA – Northern California and CA – Southern California) are selected
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Add or Edit a
Special Project ADD A SPECIAL PROJECT (CONT.)
(Cont.)
3) Click the Add Filter button. The pane refreshes, the radio button for the geographical area you chose (e.g., Market Area) is grayed out; and the market areas you selected (CA – Northern California, CA – Southern California) display at the bottom of the pane.
7. Click the Next button. The Choose the Related Project Entities pane appears.
Choose the Related Project Entities pane
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Add or Edit a
Special Project ADD A SPECIAL PROJECT (CONT.)
(Cont.)
8. In the Available Entities textbox: Select one or more entities, then click the arrow to move them to the Entities Includes in the Special Project textbox.
9. Click the Finish button.
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Add or Edit a
Special Project ADD A SPECIAL PROJECT (CONT.)
(Cont.)
The Add Special Project pane reappears, with the entities you chose displayed in the Related Entities textbox.
10. Enter any notes.
11. Click the Add button.
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Add or Edit a
Special Project ADD A SPECIAL PROJECT (CONT.)
(Cont.)
The Setting Up: Annual Re-Landscaping pane appears.
Setting Up: Annual Re-Landscaping pane
12. From here on end: Follow the same instructions as stated in steps 12. through 16. of the “Create a Site” procedure in the Accruent Administrator’s Guide – General Information, Entity Set-Up Wizard, and System-Administration Reports.
39
IMPORTANT: Since you are now in the wizard, if you exit the wizard or the
application without completing the session—the special project will not be
added to the Accruent suite. However, later on, you can then either pick up
where you left off or start over.
Continued on next page
_____________________________
39 Those instructions will tell you how to set up members, select a schedule template, and set the project’s budget
baseline.
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Add or Edit a
Special Project ADD A SPECIAL PROJECT (CONT.)
(Cont.)
IMPORTANT: (Cont.)
■ To pick up where you left off:
1. Click the Administration tab on your dashboard, then click the
Entity Set-up Wizard button. The following message may
appear. 40
Status of the Annual Re-Landscaping special-project wizard set-up
2. Click the Recover <Facility Name> link. The wizard will open
to where you left off.
■ If the above message doesn’t appear, then—to start over:
1. Click the Administration tab on your dashboard.
2. Click the Entity Set-up Wizard link again (pg. 106; the Program
Set-up page appears), OR click the Manage Special Projects link in the
Project Administration section of the dashboard (pg. 3). The Manage
Special Projects tab appears (pg. 105).
3. Click the Add button on the Manage Special Projects tab. The Add
Special Project pane appears (pg. 107), to start over. (However, you are no
longer in the wizard. The only thing you can do is add a facility; you
cannot add a folder template for the facility—or facility members [as is
done further on in this procedure.])
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_____________________________
40 The special-project name will be that of the one you were creating.
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Add or Edit a
Special Project ADD A SPECIAL PROJECT (CONT.)
(Cont.)
13. When you click the Finish Set-up button after setting the project’s budget baseline (the last step in the wizard):
■ The Special Project <Project Name> tab appears, displaying all of the information you just entered.
The Annual Re-Landscaping special project41
…AND…
Continued on next page
_____________________________
41 If, in the Budget Information section of the tab, if a column name should be changed or added to the special
project’s assigned budget template, the changed/new names will auto-change/appear here also.
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Add or Edit a
Special Project ADD A SPECIAL PROJECT (CONT.)
(Cont.)
■ The special-project name (e.g., Annual Re-Landscaping) also now appears on the Manage Special Projects tab.
Annual Re-Landscaping appears on the Manage Special Projects tab
14. Click the project’s + sign to see more information.
Annual Re-Landscaping details
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Add or Edit a
Special Project EDIT A SPECIAL PROJECT
(Cont.)
To edit a special project (e.g., Annual Re-Landscaping):
1. Click the project’s edit link on the Manage Special Project tab (pg. 105).
The Edit Special Project tab appears.
Edit Special Project tab
2. To edit any information: Follow the same instructions as stated in steps 4. through 10. on pgs. 107-117.
3. Click the Update button to save the information and exit.
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Add, Edit
or Delete a
Project Type NOTE:
This procedure is part of step 4.f on pg. 111 (under “Add a Special Project” on pg. 105).
To add, edit, or delete a project type to/from the project-type list:
1. Click the three-dotted box next to the Project Type menu on the Add Special Project pane (pg. 107). The project-type list appears.
The project-type list appears.
Project-type list
2. To:
■ Add a project type, see below.
■ Edit a project type, see pg. 124.
■ Delete a project type, see pg. 125.
ADD A PROJECT TYPE
To add a project type:
1. Click the Add button on the list (see above). The Add Item pane appears (in a separate window).
Add Item pane
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Add, Edit,
or Delete a ADD A PROJECT TYPE (CONT.)
Project Type
(Cont.) 2. Enter the name (e.g., Gardening) and description (e.g., Annual Re-Landscaping) of the project, then click the Add button to save the information (or the window’s to exit without saving). The name of the project type (e.g., Gardening) appears in the Project Type menu textbox on the Add Special Project pane (pg. 107).
…and clicking the gray three-dotted box next to the textbox reveals the name on the list.
Gardening was added to the project-type list
EDIT A PROJECT TYPE
To edit the name and/or description of a project type (e.g., Gardening):
1. Click its edit button on the project-type list (above).
The Edit Item pane appears (in a separate window).
Edit Item pane
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Add, Edit,
or Delete a EDIT A PROJECT TYPE (CONT.)
Project Type
(Cont.) 2. Edit any information; then click the Update button to save the information (or the window’s to exit without saving). The Project Type menu on the Add Special Project pane (pg. 107) appears with the name of the selected market type(e.g., Marina)…
…and clicking the gray three-dotted box next to the textbox reveals the edited information…
The description was changed from Annual re-landscaping
to Annual re-landscaping - Exterior
DELETE A PROJECT TYPE
To delete a project type (e.g., Gardening) from the project-type list: Click its delete button on the list (see above; and at the prompt, click the Yes button to confirm the deletion).
NOTE: If the project type was chosen for any special project, then you will receive the
following system message. Click the Dismiss button to cancel the deletion.
The project-type list reappears without the name of the project type (along with a message indicating that the item was successfully deleted).
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