Working with Gross Lease Occupancy Information

This chapter discusses how to:

Update gross lease occupancy information.
Review and revise gross lease occupancy information.

Updating Gross Lease Occupancy Information

This section provides an overview of the Gross Lease Occupancy Refresh program and discusses how to:

Run the Gross Lease Occupancy Refresh program.
Set processing options for Gross Lease Occupancy Refresh (R15141).

Understanding the Gross Lease Occupancy Refresh Program

You run the Gross Lease Occupancy Refresh program (R15141) to calculate gross lease occupied area (GLOA) and gross leasable area (GLA) for all units in a building or property for a specified period. This information can be used for reporting purposes to brokers who are seeking properties to lease and to landlords who can provide the information to prospective tenants.

When you run R15141, the system:

Uses the dates entered in the processing options to determine the period of time, based on the lease dates, for which the calculations apply.
Retrieves the GLOA value from the F15017 table based on the area values entered on the lease.
Retrieves the GLA value, which includes vacant and occupied areas, based on the area values entered on the unit, which is stored in the F1514.

Processing options enable you to specify how the system performs the calculations, as well as whether the calculations should be performed for all lease statuses and lease types. You can also run the program for specific building (business unit) category codes to determine occupancy for a group of buildings (for example, the occupancy on A-rated properties).

When you run the Gross Lease Occupancy Refresh program, the system updates the F15141 table.

Note. Running the Gross Lease Occupancy Refresh program (R15141) is required for expense participation when using the Share Factor Denominator Revisions program (P150122) and the Tenant Exclusion Revisions program (P150120).

Running the Gross Lease Occupancy Refresh Program

Select Tenant & Lease Information (G1511), Gross Lease Occupancy Refresh.

Setting Processing Options for Gross Lease Occupancy Refresh (R15141)

Set these processing options to specify the default processing for this report.

Options

These processing options enable you to specify the date range to use to select records, the gross lease area method to use to process the records, the area types to include, and whether to include committed space.

1. Start Date For Generation and 2. End Date For Generation	Specify the beginning date or the ending date that the system uses to calculate gross leasable areas (GLA) and gross lease occupied areas (GLOA), based on the lease date.
3. Gross Lease Area Method	Specify the calculation method for the occupied area for a unit and the records to delete from the F15141 table. Values are: Blank: Select area values as of the first day of the month. 1: Select area values as of the last day of the month. 2: Select area values as of the 15th day of the month. 3: Select an average area for the month. (Average = Total occupied area / Days in the month.) 4: Delete records based on data selection, and the date range and area type values in the processing options. 5: Delete all records in the Gross Lease Occupied Area table.
4. Select Area Type	Specify the area type to retrieve from the F1510B table to use for gross lease occupancy calculations. Values are: Blank: Use the value from the Alternate Area Type processing option. 1: Rentable Area Type field (RNAT). 2: Usable Area Type field (USAT). If both area-type processing options are blank, the system uses the value from the Rentable Area Type field (RNAT).
5. Alternate Area Type	Specify the alternate area type to use if the Select Area Type processing option is blank. The value that you specify must exist in UDC 15/AR. If both area type processing options are blank, the system uses the rentable area.
6. Include Committed as Occupied	Specify whether a unit is occupied or vacant for the period from the commitment date to the lease begin date. Values are: Blank: A unit is vacant for the period from the commitment date to the lease begin date. 1: A unit is occupied for the period from the commitment date to the lease begin date.

Lease Status

These processing options enable you to specify which lease statuses the system processes.

1. Select/Omit Flag

Specify which leases to select for processing based on the lease status; use this processing option in conjunction with the Lease Status 1 through Lease Status 10 processing options. Values are:

Blank: Process all leases for all lease statuses.

1: Select.

2: Omit. The system processes leases for all other lease statuses.

2. Lease Status 1 - 11. Lease Status 10

Specify which leases to select for processing based on the lease status; use this processing option in conjunction with the Select/Omit Flag processing option. The lease status that you specify must exist in UDC 15/LS.

12. Include Blank Lease Statuses in Select/Omit List

Specify whether to include leases with a blank lease status in the select/omit list. Values are:

Blank: Do not include.

1: Include.

Lease Type

These processing options enable you to specify the lease types that the system processes.

1. Select/Omit Flag

Specify which leases to select for processing based on the lease type; use this processing option in conjunction with the Lease Type 1 through Lease Type 10 processing options. Values are:

Blank: Select all lease types.

S: Select.

O: Omit.

2. Lease Type 1 - 11. Lease Type 10

Specify the lease types to select or omit based on the value specified in the Select/Omit Flag processing option.

12. Include Blank Lease Types in Select/Omit list

Specify whether to include leases with a blank lease type in the Select/Omit list. Values are:

Blank: Do not include.

1: Include.

This processing option enables you to specify how the system prints the edit report.

1. Print Edit Report

Specify whether to print a report of the records that the system generates and whether to print all records or only those records for which the system issues a warning message. Values are:

Blank: Do not print a report.

1: Print all records. The system prints all records updated to the F15141.

2: Print records with warning messages only. The system prints only those records for which a warning message is issued.

Reviewing and Revising Gross Lease Occupancy Information

This section provides an overview about working with Gross Lease Occupancy information and discusses how to revise gross lease occupancy information.

Understanding Gross Lease Occupancy Information

After you generate occupancy data by running the Gross Lease Occupancy Refresh program (R15141), you can use the Gross Lease Occupancy Information program (P151410) to review it. You can select records to review by using the Start Date, Area Type, or EP Unit Type field and then summarize the displayed records by property, building, or unit. By enabling one or more options, you can display GLOA (gross lease occupied area), GLA (gross leasable area), and occupancy percentages. You can also select the totals that appear. The system displays 12 months of occupancy information for the specified start date.

If you summarize records by unit, you can revise the GLA or GLOA amounts as necessary, and then lock the values to prevent them from being updated in the future. The system provides two lock fields so that you can lock GLA, GLOA, or both. When you revise any information, including lock flags, the system updates the F15141 table.

Forms Used to Review and Revise Gross Lease Occupancy Information

Form Name	FormID	Navigation	Usage
Work with GLOA	W151410A	Tenant & Lease Information (G1511), Gross Lease Occupancy Information	Review gross occupancy information and select records to revise. You can select records to revise only when you summarize records by unit.
GLOA Revisions	W151410B	Summarize records by unit, and then select a record to revise on the Work with GLOA form.	Revise GLOA and GLA area amounts.

Revising Gross Lease Occupancy Information

Access the GLOA Revisions form.

Gross Lease Occupied Area	Enter the value of the gross leasable occupied area, which is a portion of the gross leasable area that is not occupied, such as a hallway.
O F (occupied change flag)	Enter the code that indicates whether the value in the Gross Lease Occupancy field is modified the next time that the Gross Lease Occupancy Refresh program (R15141) or the AREF Occupancy Refresh (R15L141) program is run. Codes are: 1: Does not modify this value. 0: Modifies this value.
Gross Leasable Area	Enter the value of the gross leasable area, which is the space that is actually available to lease.
L F (leasable change flag to)	Enter the code that indicates whether the gross leasable area is modified the next time that the Gross Lease Occupancy Refresh program (R15141) or the AREF Occupancy Refresh program (R15L141) is run. Values are: 1: Cannot modify this value. 0: Can modify this value.