Generating Site Acquisition Requests

This topic discusses how to generate site acquisition requests.

Page Name

Definition Name

Usage

SAR Details Page

RE_SAR

Enter SAR detail information

Comparison Matrix Page

RE_SAR_METRICS

View the comparison matrix.

Options and Critical Dates Page

RE_SAR_OPTIONS

Enter options and critical dates.

Critical Dates Details Page

RE_SAR_CRDT_DTL

Enter schedule details and recipient information for critical date notifications.

SAR Notes

RE_SAR_NOTES

Add notes to the SAR.

SAR Analytic Page

RE_SAR_ANALYTIC

View the SAR analytic graphic.

SAR Contact

RE_SAR_CONTACT

Add contacts to the request.

Search For Contacts

RE_CNCT_SRCH

Search for contacts to add to the request.

Use the SAR Details page (RE_SAR) to enter SAR detail information.

Navigation:

Lease Administration > Site Acquisition > Site Acquisition Request(s) > SAR Details

This example illustrates the fields and controls on the SAR Details page. You can find definitions for the fields and controls later on this page.

 SAR Details page

Field or Control

Description

Action

After completing the SAR, select the appropriate action:

  • Activate SAR: If you have the security ability to activate, then do so. Otherwise, an appropriate user must open the SAR, review the data, and activate the SAR. The status of the SAR will change to Active. The SAR can still be edited. All the Sites attached to the SAR will be in the Evaluating state. This action is only available for SARs in a Pending status.

  • Submit for Approval: Change the SAR status to Evaluating Finalists. Submit the SAR for approval. Make the SAR read—only. This action is available only for SARs in an Active status.

  • Approve SAR: Change the status to Sites Selected. This action is available only for SARs in an Evaluating Finalists status.

  • Cancel SAR: Change the status back to Active. This action is available only for SARs in an Evaluating Finalists status.

  • Validate SAR: Check for all required fields before activating a SAR. This action is available only for SARs in a Pending status.

  • Finalize SAR: Close the SAR and confirm the sites were acquired. This finalization process creates assets, leases, projects, and so on. Change the status of the site to Operating, and the. SAR status to Finalized. This action is available only for SARs in a Site(s) Selected status.

Status

Displays the current status of the SAR. Values are:

  • Pending: Newly created SARs have this status. You can save the SAR at this point without any validation. The validation of the data entered will be done when the SAR is validated or when the SAR is activated.

  • Active: At least one site must be attached to the SAR in order to become Active. The SAR is editable even after activation.

  • Evaluating Finalists: The SAR will be in this status after it is submitted for approval with a smaller subset of candidates for further negotiation, analysis, and so on. Data can still be modified by the approver before approval or denial. A denial will return the SAR to an Active status so that it can continue to be modified by the submitter. The approver can enter comments before denial so the submitter knows what additional information is needed.

  • Site(s) Selected: SARs have this status when the SAR is approved for acquiring the sites. The site status changes to Negotiating.

  • Finalized: SARs have this status when the finalization process has run. The site acquired status changes to Operating. Any sites in an Evaluating or Negotiating status on this SAR change back to Open or Archive (based on previous history) unless they are under evaluation or negotiation on another SAR.

Site Acquisition Request Name

Enter a unique name for this request.

Commencement

Enter the commencement date of the site acquisition process. This field is required.

Estimated Completion

Enter the date you anticipate this request will be complete. This date must be later than the commencement date.

Real Estate Specialist

Select the real estate specialist assigned to this request.

Portfolio Manager

Select the portfolio manager assigned to this request.

Add Site

Click this button to insert a new row and add more sites to the Sites Under Consideration grid. You can add up to 50 sites to each request. Users can select any sites from the Site Repository that are not in a New or Operating status. At least one site must be attached to the SAR to activate it.

Site Name

Select the sites you want to consider for this request.

Use the Comparison Matrix page (RE_SAR_METRICS) to view the comparison matrix.

Navigation:

Lease Administration > Site Acquisition > Site Acquisition Request(s) > Comparison Matrix

This example illustrates the fields and controls on the Comparison Matrix page (1 of 2). You can find definitions for the fields and controls later on this page.

 Comparison Matrix page (1 of 2)

This example illustrates the fields and controls on the Comparison Matrix page (2 of 2). You can find definitions for the fields and controls later on this page.

 Comparison Matrix page (2 of 2)

The Comparison Matrix grid displays all of the generic and supplemental fields defined for a site. The attributes appear in individual grids categorized based on functionality, as they were defined in the site repository. The categories and individual grids are:

  • Location Details

  • Physical Attributes

  • Site Value

  • Operation/Maintenance

  • Schedule

  • Supplemental Data

The site comparison matrix displays all the sites and the attributes for the given SAR in the form of multiple grids, categorized according to the Site Repository component. Any fields that are defined in Supplemental Data will appear in the Comparison Matrix, regardless of site type.

You can assign a score (1 through 5, 5 being the best) for each of the site comparison data fields. The individual scores, combined with the weighting listed for each field (defined at setup), determine a total score summarized at the bottom, with a rank listed based on the highest to lowest scores. The approver can specify their own rankings, which override system-generated, score-based rankings.

Although you are required to set up the weightings and field selection by site type page, the use of the weightings to generate the scores is optional. If you do not assign weightings, then the default weighting value for all fields is 1.0, which essentially means no additional weight.

The Calculate button sums all of the weighted ratings and alters the Overall Rank field based on the score attained by each site. The site with the maximum rating usually is the site best suited for acquisition. However, the Adjusted Rank field is open to the approver or PM for override of the order with which the sites should be pursued, despite the scoring that generated the system rank.

Comments can be entered against each row, as well as in a large comments box at the bottom of the page.

Field or Control

Description

Weighting

Displays the weighting assigned when setting up the site attributes.

Rating

Select a rating for each attribute.

Calculate

Click this button to recalculate the scores based on the rankings entered in the Rating fields.

Activate Site Acquisition Request

When the SAR is in a Pending state, all of the data fields are open and this button is available. This button duplicates the Activate functionality in the Action drop-down list box on the SAR Details page.

Overall Rank (Score Based)

Displays the ranking of each site based on this system calculation: the weighting × the rating + the value for each attribute

Select Site Acquisition Finalists

Select the check box under the appropriate sites to select these sites as finalists for review. While in a Pending status, you cannot update which sites should be finalists.

Use the Options and Critical Dates page (RE_SAR_OPTIONS) to enter options and critical dates.

Navigation:

Lease Administration > Site Acquisition > Site Acquisition Request(s) > Options and Critical Dates

This example illustrates the fields and controls on the Options and Critical Dates page. You can find definitions for the fields and controls later on this page.

 Options and Critical Dates - Site Acquisition

Field or Control

Description

Add Option

Click this button to insert a new row and add another option to this request.

Note: You must complete the Option Date and Option Name fields before you can insert a new row.

Apply Template

Click this button to apply a predefined critical date template to the page. Option and critical date information within the template is copied into the SAR.

Option Date

Enter the date that this option occurs or expires. The date that you enter must occur on or after the current date and cannot occur before the commencement date. This field is required.

Option Name

Select the option for which you want to establish a critical date.

Option Status

Displays the status of the option. The values are:

  • Inactive: The critical date schedule for the option is inactive.

  • Active: Critical date notifications are processed when you run the critical date notification process. The options becomes active after you enable notifications on the Options and Critical Dates - Critical Date Detail page.

Access the Critical Dates Details page (click the Critical Date icon on the Options and Critical dates page).

This example illustrates the fields and controls on the Critical Dates Details page. You can find definitions for the fields and controls later on this page.

 Critical Dates Details page

Field or Control

Description

Option Name

Select the option for which you want to establish for a critical date. This field is required.

Option Date

Enter the date that this option occurs or expires. The date that you enter must occur on or after the current date and cannot occur before the site commencement date. This field is required.

Message Text

Enter the text to insert into the email notification.

Email Text

Click to display a sample of the email content that is generated and sent to recipients. You cannot edit the email text from this view. The email text is specified when you define the option during setup. You may, however, tailor the Message Text field to customize the message for a specific request.

Schedule Details

Field or Control

Description

Enable Notifications

Select to enable email notifications.

Send initial notification

Select the option for sending initial notifications. Critical date notifications operate within a date range. The options in this group determine the timing of the start date. Options include:

Prior to Option Date: Use this option to begin notifications on a specific number of days, months, or years before the option date.

On the Lease Start Date: Use this option to begin sending notifications from the request Commencement Date field that is specified on the SAR Details page.

On a Specific Date: Use this option to begin sending notifications on a specific date. The date that you select must precede the option date.

Recurring - Send Recurring Notifications

Field or Control

Description

Never

Use this option if the notification is not recurring. For example, only one notification is sent on the date that is specified by selecting Send Initial Notification.

Daily

Select this option to generate notifications daily. For example, setting the number value to 1 generates a notification every day from the initial notification until the option date occurs.

Weekly

Select this option to generate notifications weekly or at regular intervals on specific days of the week. For example, specify a value of 2 and select Mon and Wed for the system to generate notifications on Mondays and Wednesdays, every other week, between the start date and the option date.

Monthly

Select this option to generate notifications every month on a specific day of the month. For example, you can generate a notification every three months on the 31st day of the month between the start date and the option date. If you select the 29th, 30th, or 31st and the notification date occurs within a month that has fewer days, then the notification is sent on the last day of the month.

Yearly

Select this option to generate notifications annually on a specific day within a specific month. For example, you can generate notifications every two years on June 30.

Recipients

This section enables you to specify the interested parties to whom critical date notifications are sent. The recipient list is role based. Notifications are sent only when a specific person is assigned to that role within the context of the site.

You use the Contacts section of the request to specify the roles and specific users who are assigned to those roles. You can select a role to which no one is currently assigned; however, no notification is actually sent. Conversely, if someone is assigned to that role and they are removed from the contact list, the system displays the role as the recipient; however, the person assigned to the role no longer exists and no notification is generated.

See Understanding Lease Administration Contacts.

Field or Control

Description

Role Name

Select the role for whom you want to receive notifications. You can select from any of the predefined Lease Administration roles. If no one is assigned to this role, then the Name field is blank.

Email Notify

Indicates that email notifications are sent to the roles that are defined.

Note: This field does not indicate whether the recipient's email address is configured correctly. The system assumes that all email recipients are able to receive mail.

Use the SAR Analytic page (RE_SAR_ANALYTIC) to view the SAR analytic graphic.

Navigation:

Lease Administration > Site Acquisition > Site Acquisition Request(s) > SAR Analytic

This example illustrates the fields and controls on the SAR Analytic page. You can find definitions for the fields and controls later on this page.

 SAR Analytic page

This analytic is a graphical display of the sites and their respective total scores for each section of the Comparison Matrix.