Creating Sites

This topic discusses how to create sites.

Page Name

Definition Name

Usage

General Information Page

RE_SITE_GENERAL

Enter general information about the site.

Location Page

RE_SITE_LOCATION

Enter location information for this site. You must enter a value for the longitude and latitude fields to view the map on the Site Map page.

Operation/Maintenance Page

RE_SITE_OPERATION

Enter operation and maintenance information about this site.

Physical Attributes Page

RE_SITE_ATTRIBUTES

Enter physical attributes, such as size.

Schedule Page

RE_SITE_SCHEDULE

Enter information such as site schedules or construction schedules.

Value Page

RE_SITE_VALUE

Enter value information for the site.

Supplemental Data Page

RE_SITE_SUPPLEMENT

Enter additional site data.

Notes

RE_SITE_NOTE

Enter notes about the site.

Contacts Page

RE_SITE_CONTACT

Select contacts from suppliers, customers, or the address book. You can add supplemental contacts on this page.

Search for Contacts Page

RE_CNTCT_SRCH

Search for or add contacts.

Site Map Page

RE_SITE_MAP

View the site map.

Use the General Information page (RE_SITE_GENERAL) to enter general information about the site.

Navigation:

Lease Administration > Site Acquisition > Site Repository > Create Site > General Information

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

 General Information page

Field or Control

Description

Action

The values available in the drop-down list box depend upon the status of the site and your authorization level. Select:

  • Validate Site: Select to have the system validate that all the required fields are populated.

  • Activate Site: Select to have the system run the Activation process. This process sets the Site status to Open. Other than the Contacts and Notes pages, the fields on the other pages are now read-only.

  • Archive Site: Select to archive the site when the asset is archived during the Asset Management Archive process.

  • Dispose Site: Select to dispose of the site.

Site Status

Displays the status of the site. Values are:

  • New: A pending site that has not been activated by a user with appropriate access. Sites with this status cannot be selected for use in a SAR.

  • Open: An active site that has not been acquired. Sites with this status can be used in any combination of SARs.

  • Evaluating: The status changes to this status after it is added to any SAR for evaluation. Sites with this status can be added to additional SARs.

  • Negotiating: The status changes to this status after the site is selected as a SAR finalist and the SAR is submitted or approved. Sites with this status can be added to additional SARs.

  • Operating: The status changes to this status after it is selected as the final site to be acquired and the SAR is finalized (closed). Sites with this status cannot be selected for any future SARs. Existing SARs that have this site selected for evaluation will no longer allow the site to be selected as a finalist. You create assets, leases, or projects at this point.

  • Disposing: The status changes to this status when the lease has expired. (If the lease is renewed, put into holdover, and so on, then the site status changes to Operating.) Sites with this status can be added again to SARs.

  • Archive: The site changes to this status when the lease is closed or the asset is archived. Sites with this status can be added to SARs. Sites with this status can never can go back to Open to illustrate that it was previously owned or leased by the organization.

Site Type

Displays the site type selected on the Add a New Value page. The value selected here determines the supplemental data fields that will appear.

Name

Enter the name of this site. This field is required.

Offered By

Enter the name of the entity offering this site for sale or lease.

Ownership Type

Select how this property is being offered:

  • Leased

  • Owned

Landlord/Tenant

Enter the name of the current landlord or tenant of this site.

Occupant Name

Enter the name of the current tenant.

Primary Use

Select a primary use for this site:

  • Apartment

  • Commercial

  • Individual

  • Mixed Use

  • Other

  • Residential

  • Retail

  • Serviced Apartments

  • Warehouse

Property Owner

Enter the name of the property owner.

Property Manager

Enter the name of the property manager.

ADA Compliant

Select this check box if this site is ADA-compliant.

Manager Rating

Select a rating for this site from these values: Excellent, Good, Avg., Fair, or Poor.

Use the Location page (RE_SITE_LOCATION) to enter location information for this site.

You must enter a value for the longitude and latitude fields to view the map on the Site Map page.

Navigation:

Lease Administration > Site Acquisition > Site Repository > Create Site > Location

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

 Location page

Field or Control

Description

Location Type

Enter a type for this site location.

Location Rating

Select a rating for this site from these values: Excellent, Good, Avg., Fair, or Poor.

Latitude

Enter the latitude of the site. This value is used to render the site map.

Longitude

Enter the longitude of the site. This value is used to render the site map.

Accessibility

Select an accessibility rating for this site from these values: Excellent, Good, Avg., Fair, or Poor.

Nearest Competitor

Enter the distance of the nearest competitor from this site.

Visibility

Select the visibility for this site from these values: Excellent, Good, Avg., Fair, or Poor.

Nearest Company Office

Enter the distance of the nearest company office.

Neighborhood Quality

Select the quality of the neighborhood for this site from these values: Excellent, Good, Avg., Fair, or Poor.

Adjacent Uses

Enter any adjacent uses for this site.

Tax Authority

Enter the tax authority that governs this site. This value is informational only. Values entered here are not used for any processing.

Tax Group

Enter the tax group for this site. This value is informational only. Values entered here are not used for any processing.

Parcel Number

Enter the parcel number for this site.

Anchor 100 Feet. Anchor 250 Feet. and Anchor 500 Feet

If this property is in a retail location, enter the number of anchors within the respective distances.

Use the Operation/Maintenance page (RE_SITE_OPERATION) to enter operation and maintenance information about this site.

Navigation:

Lease Administration > Site Acquisition > Site Repository > Create Site > Operation/Maintenance

This example illustrates the fields and controls on the Operation/Maintenance page. You can find definitions for the fields and controls later on this page.

 Operation/Maintenance page

Field or Control

Description

Property Age

Enter the property age in months.

Construction Type

Select the construction type of the site:

  • Other

  • Steel

  • Wood

Construction Year

Enter the year the site was constructed.

Renovation Year

Enter the year the site was last renovated, if any.

Site Access

Select a site access time:

  • 24 Hours

  • Business Hours Only

Operating Hours

Enter the hours the site operates.

Operating Days

Enter the days the site operates

HVAC Condition

Select the condition of the HVAC for this site from these values: Excellent, Good, Avg., Fair, or Poor.

Utilities Condition

Select the condition of the utilities for this site from these values: Excellent, Good, Avg., Fair, or Poor.

Wire Condition

Select the condition of the wires for this site from these values: Excellent, Good, Avg., Fair, or Poor.

Risk Category

Select any potential risks for this site.

Property Condition

Select the condition of the property for this site from these values: Excellent, Good, Avg., Fair, or Poor.

Use the Physical Attributes page (RE_SITE_ATTRIBUTES) to enter physical attributes, such as size.

Navigation:

Lease Administration > Site Acquisition > Site Repository > Create Site > Physical Attributes

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

 Physical Attributes page

Field or Control

Description

Plot Size

Enter the size of the plot.

Ceiling Height

Enter the ceiling height of the site.

Usable Area

Enter the usable area of the site.

Rentable Area

Enter the rentable area of the site.

Total Area

Enter the total area of the site. This field is required.

Space Divisible

Indicate if this space can be divided into multiple spaces.

Maximum Occupancy

Enter the maximum occupancy of the site.

No. of Floors(number of floors)

Enter the number of floors for this site.

Floor Levels

Enter the number of sub-levels for each floor of this site.

No. of Parking Spaces(number of parking spaces)

Enter the number of parking spaces for this site.

No. of Elevators (number of elevators)

Enter the number of elevators for this site.

No. of Stairs(number of stairs)

Enter the number of stair cases for this site.

Use the Schedule page (RE_SITE_SCHEDULE) to enter information such as site schedules or construction schedules.

Navigation:

Lease Administration > Site Acquisition > Site Repository > Create Site > Schedule

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

 Schedule page

Field or Control

Description

Availability Date

Enter the date the site is available for lease or purchase.

Signed Date

Enter the date the contract was signed.

Occupancy Date

Enter the date the site is available for occupancy.

Surrender Date

Enter the date that the current tenants vacate the property.

Date Opened

Enter the date when the site officially opens.

Date of Audit

Enter the date of any required audits.

Option to Renew

Indicate if tenants are given the option to renew leases at the end of the term.

Construction Date

Enter the date construction is set to start.

Follow-up Date

Enter the date for the follow-up.

Allowance Due Date

Enter the date any allowances are due.

Allowance Received Date

Enter the date the allowance was received.

Construction Approval Date

Enter the construction approval date.

Lease Start Date

Enter the lease start date. This value is informational only. The system does not use the date entered here when creating a new lease.

Lease End Date

Enter the lease end date.

Lease Term (Periods)

Enter the number of periods for the lease.

Month to Month Lease

Select this check box if this is a month-to-month lease.

Use the Value page (RE_SITE_VALUE) to enter value information for the site.

Navigation:

Lease Administration > Site Acquisition > Site Repository > Create Site > Value

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

 Value page

Site Value

Field or Control

Description

Currency Code

This value populates from the site type attributes setup.

Sale Price

Enter the sale price of the property.

Appraised Value

Enter the appraised value of the property.

Original Selling Price

Enter the price the original selling price of the site.

Current Selling Price

Enter the current selling price of the site.

Closing Costs

Enter any closing costs for the site.

Unit Price

Enter the per unit price.

Rent Amount

Enter the rent amount.

Construction Cost

Enter the cost of construction for this site.

Remodel Costs

Enter the amount of costs to remodel.

Estimated Annual Expenses

This information is not required and is informational only.

Field or Control

Description

Deposit Amount

Enter the deposit amount for this site.

Annual Operating Expenses

Enter the estimated operating expenses amount for this site.

Estimated Annual Sales

Enter the estimated annual sales amount for this site.

Tax Amount

Enter the estimated annual tax amount for this site.

Admin Fee Percentage(administration fee percentage)

Enter the administration fee percentage for this site.

Estimated Annual Maintenance

Enter the estimated annual maintenance amount for this site.

Estimated Annual Utilities

Enter the estimated annual utilities amount for this site.

Estimated Annual Insurance

Enter the estimated annual insurance amount for this site.

Tenant Allowance

Enter any predetermined amount provided by the landlord to cover certain costs, like remodeling or construction.

Commission %

Enter the commission percentage for this site.

Use the Supplemental Data page (RE_SITE_SUPPLEMENT) to enter additional site data.

Navigation:

Lease Administration > Site Acquisition > Site Repository > Create Site > Supplemental Data

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

 Supplemental Data page

The fields that appear on this page depend upon the Site Type selected on the Add a New Value page.

Field or Control

Description

Supplemental Data Weightings

Enter the weighting amount to be applied to the supplemental data.

Airport Distance

Enter the distance to the nearest airport.

School Distance

Enter the distance to the nearest school.

Use the Contacts page (RE_SITE_CONTACT) to select contacts from suppliers, customers, or the address book.

Navigation:

Lease Administration > Site Acquisition > Site Repository > Create Site > Contacts

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

 Contacts page

This page displays the contacts associated with this site. You can delete contacts or add contacts by clicking the Search and Add Contacts button.

Use the Search for Contacts page (RE_CNTCT_SRCH) to search for or add contacts.

Navigation:

Click the Search and Add Contacts button on the SAR Contacts page.

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

 Search for Contacts page

Field or Control

Description

Source

Select the source of the contact to search for:

  • Supplier

  • Customer

  • My Contacts

Supplier

If you selected Supplier as the source, you can enter the supplier ID here to search for contacts related to this supplier. If you do not enter a value here, all suppliers will be returned.

Supplier Name

If you selected Supplier as the source, you can use this field to search for suppliers by name. You can enter partial names if you are unsure of the complete supplier name. For example, if you enter BUY% and select the begins with search type, then all suppliers whose name begins with BUY will be returned.

Supplier Contact

You can add a specific contact here if you know which contact you want to add. You must complete the supplier field before you add a value in this field. Leave this field blank if you want the system to return all contacts associated with the supplier.

Contact Name

If you know part or all of the contact name, you can add it here to search for contacts based on contact name.

Select

Select this check box next to the contacts you want to associate with the site and click the Add button to add these contacts to the site.

Use the Site Map page (RE_SITE_MAP) to view the site map.

Navigation:

Lease Administration > Site Acquisition > Site Repository > Create Site > Site Map

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

 Site Map page

This page displays a map of the site location.

Note: You must define the longitude and latitude on the Location page before you can view a map on this page.