# ![](media/image1.png)

# 

# Real Property Management

# 

# Training Guide

# 

**for the**

**Agriculture Research Service (ARS)**

**July 2007**

#### User Access

To obtain system access, an AD-1143, Corporate Systems User Access
Request Form, must be prepared and signed by the user, manager, and
Agency's designated Real Property Management (RPM) approver before
forwarding to the Firm Foundation Information System (FFIS) Security
Administrator to assign a User ID/Login and forward to the CPAIS
Security Officer at the National Finance Center. Users should be sure to
read the CPAIS Security Rules.

The User should request access to his/her assigned Org Codes within the
"Special Instructions" block of the AD-1143.

Once an AD-1143 for Real Property Management (RPM) access is signed by
the User and the User's supervisor, the form is processed through the
Real Property Management Branch (RPMB); forms may be faxed to RPMB's at
301-504-1236. After the RPM Approver signs the AD-1143, the form is hand
carried to the Agency FFIS Security Administrator to assign a User ID
and then faxed to the CPAIS Security Officer at the National Finance
Center to establish system access.

Once your account is established, you will be provided a corporate User
ID and a CPAIS password.

#### Roles

#### There are various user roles within the RPM side of CPAIS. Each role permits a level of access to various modules or forms within the database. It will be necessary to request one or more roles for entry in Block 19 of the AD-1143. An overview of the available roles along with each role's level of access is covered in the CPAIS Power Point Overview. 

#### Getting Set Up To Use CPAIS

Your Area Information Technology Specialist should be contacted to
install CPAIS. To run CPAIS on a desktop PC, a Java plug-in (JInitiator)
is required. This plug-in will be downloaded to the desktop from the
CPAIS server the first time you login. Your computer must also have
Internet Explorer 5.5 (or newer) and a memory of 256 MB of is
recommended.

### Getting Started

Initial Login and Password Changes

Launch Internet Explorer and enter the following URL into the address
field: <https://cpais.ocfo.usda.gov/> (note this is the Live/Production
Database\-\--please use the Training Database link that will be provided
along with your User ID and Password for the training exercises.

![](media/image2.png){width="5.9944444444444445in"
height="3.691666666666667in"}

Once CPAIS is installed, the above **WARNING** screen will appear each
time you access the system. After clicking on the "CONTINUE" arrow, the
login screen below will appear. Upon initial login, users are prompted
to change the initial password issued to a more personalized password.
Please follow the password reset steps detailed within the screens on
the next page to help you reset your password.

Please note that it is possible to lock yourself out of the CPAIS system
if multiple attempts are made to login with an incorrect Username and/or
Password. Should you receive a message indicating that your account has
been locked, a Help Desk ticket to reset your password will be required.
Password resets usually take between 48 - 72 hours.

![](media/image3.png){width="5.9944444444444445in"
height="3.4993055555555554in"}

#### ![](media/image4.png){width="5.877083333333333in" height="3.877083333333333in"}

Passwords are **active for 60 days** with a 10-day grace notification,
so long as the system is

accessed within the last 10 days of the 60-day period.

#### Online Help ![](media/image5.png){width="0.3229166666666667in" height="0.28125in"}

Online Help is available within each CPAIS Form. The question mark icon
will launch this tool. Since CPAIS was created from the Forest Service
INFRA System many references are geared toward the Forest Service data,
lists of values, etc.

The following is a quick overview of how to navigate through a Form.

### ![](media/image6.png){width="5.9944444444444445in" height="3.7534722222222223in"}

From the Main Menu, the topics outlined may be expanded by double
clicking on either the Real Property Accounting (RPA) or RPM task.

The Forms screen above reflects the various menu options within the RPM
side. There are also three tabbed options with RPM: Forms (screen
above), Reports and Discoverer. The **Forms Module** is for entering new
data records, as well as retrieving and editing existing records. Most
CPAIS forms share a common layout and tool bars. The **Reports Module**
contains predefined reports that are intended to meet common Department
needs. The **Discoverer Module** is a reporting tool that permits users
to create customized reports within the parameters available and export
the results to an electronic file.

Each of these available Tabs (Forms, Reports and Discoverer) contains a
list of Modules. To view a brief description of any module, click on the
"Show" button for details of that Module's function.

**Accessing a Module**

![](media/image7.png){width="5.333333333333333in"
height="3.8666666666666667in"}

Maintain Property Records Form.

**Red**, bolded fields are required fields. There are 24 data elements
required for the annual Federal Real Property Profile (FRPP). For
additional information, see the *2007 Guidance for Real Property
Inventory Reporting*, published by the GSA Office of Governmentwide
Policy. All of these data elements aren't necessarily coded as required,
therefore, you may receive error message if these "required" data
elements aren't entered. The call-out boxes identify the general
information areas:

1.  Asset Information -- Buildings, Land Acquisitions, Land Use and
    Other Structures and Facilities Tabs

2.  Asset Detail Tabs

3.  Floor/Room Usage

4.  Occupancy

5.  Scientists

**Menu Bar**

The Menu Bar contains drop downs that are common to all Forms: File,
Edit, Query, Help, etc. There are both shortcut keys and alternative
avenues for the toolbar options contained within the Menu Bar.

**Field Definitions**

As you work within the system, you will gain familiarity with the fields
within each Form and Sub-tab. Below are definitions of some of these
fields along with a notation of "Required", if the field is mandatory
for FRPP Reporting. There are 24 data elements associated with CPAIS
fields that are required.

**Details Tab:**

**Building ID, Land Unit, or Feature ID** -- This is a unique identifier
for the asset. Required.

**Installation ID** -- Properties are organized by Installation.
Installation ID's were previously assigned by GSA; however, RPMB now
issues new Installation ID's for ARS. Typically an Installation does not
cross state boundaries and is specific to an ARS Location. Installations
can be sub-divided by site. An Installation ID is required for all Owned
and Leased records. Required.

**Site** -- This is a 2-digit suffix that identifies the specific
Installation Site where assets are located. In the previous property
system (FIRM) used by ARS, sites were identified as "00" Main Site,
"01", "02", etc. FIRM also required that Owned and Leased sites be
entered separately. Required.

**Property Type** -- This equates to "Legal Interest" within the Data
Dictionary. The field is populated from a list of values: Owned, Leased,
Other/Trust. The Data Dictionary clearly states that properties
otherwise managed by the Federal Government should be reported.
Required.

**Org** -- This is based on the 4-digit organization code from the Mode
Code. There is a list of values to select from. Required.

**Predominant Usage** -- This equates to "Real Property Use" and
reflects the use to which the greatest portion of the asset is currently
put. Required.

Status -- To populate this field, the status button must be used. The
status of a building is entered on nested screen along with supporting
documentation. Required.

Ownership -- This is a Forest Service field; not populated within ARS.

Exclude on FRPP -- this is a check box to code assets that are not
reportable during the annual FRPP reporting. Assets that have a status
of "Under Construction" should automatically be excluded; however, the
"Exclude on FRPP" check box may also be checked. When an asset is placed
in service; however, this check mark should be removed. ARS properties
that are "Other" or "Trust" properties should also have this check mark
selected. For example, properties that are owned by another Federal
entity but occupied by ARS should be excluded.

Remarks -- This field permits users to enter any associated remarks such
as a contract number, contractor, etc.

Gross Square Foot -- This should be the building's gross square footage
total. Required.

Total Space -- This reflects the total space from the **\*Space** fields
entered within Floor/Room Usage section of the Details Tab. Required for
leases and owned buildings classified as Office, Laboratory, Hospital,
Housing and Warehouse.

Mission Dependency -- This field is selected from a list of values and
reflects the value an asset brings to the performance of the mission.
Required.

Restrictions -- This button links to a nested screen which permits entry
of limitations on the use of the asset. This includes environmental,
natural resources, cultural resource, zoning, easements, etc. Required.

**Detail Cont. Tab:**

Historical Status -- Select from the list of values. This reflects if
there is historical significance for the building, asset or feature or
if this has not yet been evaluated. Required.

Historical District -- This is a check on/off box that should be marked
with a check mark if an asset is within a historic district or historic
quadrangle.

Year Constructed -- This reflects the asset's year of construction. This
should typically be before the Acquisition Date on the Acquisition
Sub-Tab.

Design Capacity SqFt -- This field is to be populated for both Warehouse
and Housing Predominant Use Codes. This field should reflect the gross
square footage of Warehouse or Housing space. Required for Warehouse or
Family Housing/Dormitories/Barracks.

Occupied Units SqFt -- This field corresponds to the Design Capacity Sq
Ft and is to be populated with the actual number of square feet that is
occupied as Warehouse or Housing. Required for Warehouse or Family
Housing/Dormitories/Barracks.

Hazards -- This button links to a nested screen which allows entry of
hazards associated with the asset.

**Toolbar**

The toolbar contains various icons which are also common to all Forms.
The chart on the following page is defines each tool, its associated
icon and related function.

#### ![](media/image8.png){width="4.791666666666667in" height="0.8020833333333334in"}![](media/image9.png){width="4.8125in" height="3.9270833333333335in"}

#### Data Gaps

Periodially the **FRPP Data Gaps Form** should be launched and a query
run. If the query results in "no gaps found", no action is required. If
gaps are identified, these should be researched and corrected. The FRPP
Data Gaps Form will only identify gaps for fields that are required for
FRPP reporting.

Should you require assistance in correcting data gaps, please contact
the Real Property Management Branch.

For the quarterly Management Initiatives Tracking System Quarterly
Scorecards, Headquarters does run data gaps. If gaps result in your
Area, you may be contacted to provide information to ensure all gaps are
cleared prior to the Agency Self-Score being submitted.

**Status Bar**

This bar appears at the bottom of the Form. It provides hint text for
fields or error messages when encountered. The status bar is your first
source of help---reflects no queries found, record updated, number of
records within a query, etc..

![](media/image10.png){width="6.491666666666666in"
height="4.699305555555555in"}

### Annual Operating Costs 

### In FY 2007 the annual operating costs for assets should be manually entered based on the Area or Location methodology developed to distributed operations and maintenance costs captured in the 966 accounts (see Bulletin 07-240-ARS). 

### Reports 

#### There are several ways to review your data and extract usable reports:

1\. Exporting the data to an Excel file.

2\. Extracting a report from the Reports Tab and associated Modules.

3\. Generating Discoverer reports which allow some customization.

#### 

#### Data Export

At the selected CPAIS screen, highlight the first line of data. Hold
Shift key and scroll down or use page down to the last line. Be patient,
highlighting all lines selected will take time. Once all the selected
data is highlighted, go to File, Export or use the Export button on the
toolbar. A dialogue box appears that asks, do you want to open this file
from the current location or do you want to save it to disk? Once you
have opened the file, you can save it as an Excel file. This allows you
to sort the data any way you would like.

#### Reports Tab

Reports have been created that will return specific data in a specific
format. Some reports provide parameters that allow users to specify
specific data to be displayed -- but basically, the standard reports are
not 'customizable' -- what you see is what you get!

From the Main Menu use the Reports tab to display the list of available
reports.

As you highlight each report, it shows the description below. If you
want to see what the report looks like and what it contains, hit the
Preview button. This is just a sample and not linked to the database
that you are working on.

#### Discoverer

Whereas standard reports are created to satisfy a specific business need
and have a fixed output format, Discoverer reports allow users to
customize a data export within defined parameters to suit the user's
specific needs.

**TRAINING EXERCISES (Independent Study) Access to the Training Database
should be requested through RPMB to perform these exercises.**

**1. Maintain Property Records**

Accessing a Form and Querying/Editing a Record

**2. Government Owned Property**

Querying and Creating an Owned Building Record

**3. Space Utilization**

Adding Space and Occupancy Data

**Maintain Property Records**

> From the CPAIS Main Menu, select:
>
> **Real Property Management**
>
> **Data Management**
>
> **Maintain Property Records**

### The Maintain Property Records Form can be used as a short cut to view and update all asset records; and can be used to create and edit GSA Assignments. 

### When updating a shell record for an asset that is to be placed in service, be sure to go through all of the sub-tabs to enter all data fields. Blank fields may later result in an error message during the annual FRPP reporting process.

### Exercise: Accessing a Form and Querying/Editing a Record

**[Objective:]{.mark}** -- The objective of this exercise is to practice
navigating through a basic CPAIS Form, querying and editing existing
records.

**[Scenario:]{.mark}** -- The details for a building managed within your
Area changed; the changes need to be captured within building record.

1\) Launch the Maintain Property Records Form.

2\) Initiate a query by clicking on the binoculars within the toolbar.
![](media/image11.png){width="0.3645833333333333in"
height="0.2916666666666667in"} Within query mode (yellowed fields) enter
the specific \<**Agency 03**\> and click the EXECUTE button. Select a
single building and then edit the record. Note the Building ID that you
use.

3\) Save the change by clicking on the blue disk within the toolbar.
![](media/image12.png){width="0.3229166666666667in" height="0.28125in"}

4\) Scroll down to view the informational status section of this Form to
ensure the record is updated.

5\) A second way to ensure the change has been accepted is to re-query
the same record to make sure the change was accepted. Re-query the same
record to verify your edits.

### Government Owned Property 

#### Querying and Creating an Owned Building 

**[Objective:]{.mark}** -- The objective of this exercise is to practice
querying, creating, and deleting owned property records.

**[Scenario:]{.mark}** -- You have recently received budget advice that
includes funding for a new Administrative Office building. Now that
funding has been provided, it is time to start the design phase of the
project. In CPAIS, this is the time the building record needs to be
created so that details of the property can be stored in the database.
If this is to be a capitalized project, the accounting personnel must
have the asset record in CPAIS to create associated accounting data and
FFIS accounting codes. Without the record in the database, funding
cannot be spent appropriately for this project.

The first step in creating a new property occurs outside of CPAIS. The
REWO coordinates with the Contracting Officer and Area Engineer to
complete a UAI Request Form. Before establishing a shell record, the
REWO performs a search within CPAIS to verify that the proposed Asset ID
is not duplicative within the Agency. Although the digits that comprise
a UAI are unique to each asset, the first step is to verify that the
Asset ID is and will remain unique.

Once RPMB receives a copy of UAI Request Form, the Headquarters Realty
Specialist will review both the form and the shell record as a
cross-check. The UAI Form will then be forwarded electronically by
Headquarters to the CPAIS Financial Analyst.

The RPA FA establishes the UAI on the UAI Table (UAIT). The updated UAIT
permits the link between CPAIS and the FFIS and allows the linking of
the job number in FFIS and the entry of accounting data. Only one UAI
per job number can be used.

Second, you will query on the Installation and Site where the new asset
will be constructed. To add a record, place your cursor within the
Record Display List and then click on the
![](media/image13.png){width="0.18958333333333333in"
height="0.15833333333333333in"} icon to add a shell record. Enter the
full building details that are known to date. These details will need to
be updated as the project moves forward from design to construction and
finally to being placed in service.

#### Querying and Creating an Owned Building 

+-------+--------------------------------------------------------------+
| Step  | Description                                                  |
+=======+==============================================================+
| 1\.   | > Query by Agency or Org Code; Select and Installation and   |
|       | > Site.                                                      |
+-------+--------------------------------------------------------------+
| 2\.   | > Click on the **Buildings** tab to access that page of the  |
|       | > Owned Property form. CPAIS will automatically display any  |
|       | > building records that already are associated with this     |
|       | > Installation and Site.                                     |
+-------+--------------------------------------------------------------+
| 3\.   | > Make sure your cursor is in the top block and create       |
|       | > (![](media/image14.jpeg){width="0.22013888888888888in"     |
|       | > height="0.2111111111111111in"}) a new building record.     |
|       | > **Note:**                                                  |
|       |                                                              |
|       | -   Populate all Mandatory fields.                           |
|       |                                                              |
|       | -   Enter information on a few of the six sub-tabs.          |
|       |                                                              |
|       | -   Create at least two floor/room usage records.            |
|       |                                                              |
|       | -   Create at least two occupancy records.                   |
+-------+--------------------------------------------------------------+
| 4\.   | > Save                                                       |
|       | > (![](media/image15.jpeg){width="0.20972222222222223in"     |
|       | > height="0.20972222222222223in"}) this new record.          |
+-------+--------------------------------------------------------------+
| 5\.   | > Re-query (![](media/image16.png){width="0.2in"             |
|       | > height="0.2in"}) this new record from the database and     |
|       | > verify that the **Total Space SqFt** field accurately      |
|       | > reflects the sum of all floor/room usage records.          |
+-------+--------------------------------------------------------------+
| 6\.   | > Click on the **Installation** tab to access that page.     |
|       | > Verify that this new building record and its square        |
|       | > footage both are reflected in the Property Counts block.   |
+-------+--------------------------------------------------------------+
| 7\.   | > Click on the **Buildings** tab to return to the Buildings  |
|       | > page.                                                      |
+-------+--------------------------------------------------------------+
| 8\.   | > Create                                                     |
|       | > (![](media/image14.jpeg){width="0.20972222222222223in"     |
|       | > height="0.2013888888888889in"}) a new building record.     |
|       | > This time, however, you do NOT need to create floor/room   |
|       | > usage records or enter any further details.                |
+-------+--------------------------------------------------------------+
| 9\.   | > Save                                                       |
|       | > (![](media/image15.jpeg){width="0.20972222222222223in"     |
|       | > height="0.20972222222222223in"}) this second record.       |
+-------+--------------------------------------------------------------+
| 10\.  | > Click on the **Installation** tab to return to that page.  |
|       | > Verify that this second building appears in the **Property |
|       | > Counts** block.                                            |
+-------+--------------------------------------------------------------+

###  

### Space Utilization

> Select **Real Property Management**
>
> Select **Data Management**
>
> Click on the **Maintain Property Records** Form

### Adding Space and Occupancy Data

**[Objective:]{.mark}** -- The objective of this exercise is to practice
adding space and occupancy data to a building record.

**[Scenario:]{.mark}** -- You have recently received occupancy
information for the building you edited in the first exercise. This
information needs to be entered. At a minimum, this information will
need to be updated annually.

First, query building record you noted in the first exercise. Then enter
Floor/Room records using the example below.

![](media/image17.png){width="6.4118055555555555in"
height="1.35625in"}![](media/image18.png){width="6.409027777777778in"
height="0.9361111111111111in"}

Next, create at least two (2) occupancy records for one or more of the
floor/room usage records that has 'Usable - General Office' as the space
usage type. You may use the example below.

![](media/image19.png){width="6.4944444444444445in" height="0.90625in"}

Adding Space and Occupancy Data

Create Floor/Room Usage Records

  -------------------------------------------------------------------------------------
  Step       Description   
  ---------- ------------- ------------------------------------------------------------
  1\.                      Query building record that you created in Exercise 3.2.

  2\.                      Create floor/room usage records using the included example.
                           The (![](media/image14.jpeg){width="0.25in"
                           height="0.23958333333333334in"}) tool within the toolbar
                           will permit you to add additional floor/room records.

  3\.                      Save (![](media/image20.png){width="0.21875in"
                           height="0.21875in"}) to commit these new records to the
                           database.
  -------------------------------------------------------------------------------------

Create Occupancy Records

  -------------------------------------------------------------------------------------
  Step       Description   
  ---------- ------------- ------------------------------------------------------------
  1\.                      Continue using building record that you created in Exercise
                           3.2.

  2\.                      Select one of the floor/room usage records that has
                           'Usable - General Office' as the space usage type.

  3\.                      In the Occupancy block, create at least two records that
                           depict how your agency occupies that space.

  4\.                      Save (![](media/image20.png){width="0.21875in"
                           height="0.21875in"}) to commit these new records to the
                           database.
  -------------------------------------------------------------------------------------

###  

Run a Discoverer Report

+------+--------------------------------------------------------------+
| Step | Description                                                  |
+======+==============================================================+
| 1\.  | From the CPAIS main menu, select the Real Property           |
|      | Management topic in the Navigation Panel to the left.        |
+------+--------------------------------------------------------------+
| 2\.  | Click the Discoverer Tab to see a list of the CPAIS          |
|      | Discoverer reports available.                                |
+------+--------------------------------------------------------------+
| 3\.  | Click on the name of the desired report. CPAIS will open the |
|      | Discoverer reporting tool in a new window and display        |
|      | parameters for the report you selected.                      |
+------+--------------------------------------------------------------+
| 4\.  | Enter parameters. Agency (Starts With) \<**03**\>.           |
+------+--------------------------------------------------------------+
| 5\.  | Click the Apply Parameters button to run the report.         |
|      |                                                              |
|      | CPAIS will run the Discoverer report and display the output  |
|      | onscreen.                                                    |
+------+--------------------------------------------------------------+
| 6\.  | Although this report can be manipulated to some extent       |
|      | within Discoverer, it is best to export the report and       |
|      | manipulate it in Excel.                                      |
+------+--------------------------------------------------------------+

### 

![](media/image21.png){width="5.9944444444444445in"
height="3.5027777777777778in"}

There are a variety of Discoverer queries than can be extracted from
CPAIS. We will use the "Inventory Report" option for our example. Once
this option is selected the following screen will appear with the search
criteria fields available for this query.

![](media/image22.png){width="5.997222222222222in"
height="3.6638888888888888in"}

After entering the values for the search, the "Apply Parameters" button
should be selected to execute the search.

The following screen will then appear.

![](media/image23.png){width="5.9944444444444445in"
height="4.354861111111111in"}

The results of the query are displayed within the lower portion of the
above screen and the screen below.

![](media/image24.png){width="5.9944444444444445in"
height="3.370833333333333in"}

To manipulate the data for individual needs, the Export option will
permit the information to be exported to Microsoft Excel.

![](media/image25.png){width="5.9944444444444445in"
height="4.354861111111111in"}

The following prompt will then appear:

![](media/image26.png){width="3.6479166666666667in"
height="2.4118055555555555in"}

"Open" or "Save" the exported worksheet. If "Open" is selected, the
following prompt will also appear.

![](media/image27.png){width="4.125in" height="1.9895833333333333in"}

Select "Enable Macros" and proceed with manipulating the exported
spreadsheet within Excel before saving.

### ![](media/image28.png){width="5.9944444444444445in" height="4.354861111111111in"}

Your export will need to be formatted and saved, but should resemble the
above.