![](media/image1.wmf){width="1.125in" height="1.125in"}GSA Public
Buildings Service

![](media/image2.jpeg){width="3.0in" height="2.0in"}

**IOLP:**

**Inventory of\
Owned and Leased**

**Properties**

*Version 2.35*

**User Guide**

**Table of Contents**

### 

[Introduction 3](#introduction)

[View Property Information 3](#view-property-information)

[Search for Properties 4](#search-for-properties)

[Search for Hot Properties 7](#__RefHeading___Toc196030774)

[Add and Modify Hot Properties 9](#add-and-modify-hot-properties)

[Reports 14](#reports)

[Leased Space Report 15](#leased-space-report)

[Owned Space Report 17](#owned-space-report)

[All Buildings Report 18](#all-buildings-report)

[Index 21](#index)

##   {#section-1 .unnumbered}

## Introduction

**When acquiring government lease space we have no control over space in
the occupied leased buildings.**

+--------+-------------------------------------------------------------+
| Ov     | With the General Services Administration (GSA) Inventory of |
| erview | Owned and Leased Properties (IOLP), employees inside the    |
|        | GSA as well as the public can view expiring lease/occupancy |
|        | information for over 8,000 Public Buildings Service (PBS)   |
|        | leases and 1,500 government owned buildings.                |
|        |                                                             |
|        | Visitors to the site can do the following:                  |
|        |                                                             |
|        | -   View expiring lease/occupancy information by state or   |
|        |     district.                                               |
|        |                                                             |
|        | -   Search for a range of vacant leased/owned square feet   |
|        |     and/or lease expiration dates.                          |
|        |                                                             |
|        | -   View vacant properties owned by GSA that are available  |
|        |     for immediate occupancy.                                |
|        |                                                             |
|        |     IOLP data is updated daily from the central database.   |
+--------+-------------------------------------------------------------+

## View Property Information

+--------+-------------------------------------------------------------+
| Ov     | You can view information about each property owned by the   |
| erview | government. Not all properties will have all the            |
|        | information available.                                      |
|        |                                                             |
|        | ![](media/image3.png){width="5.416666666666667in"           |
|        | height="2.9618055555555554in"}                              |
|        |                                                             |
|        | 1.  Property Information Screen                             |
|        |                                                             |
|        | **Note:** The square footage lists the space available to   |
|        | rent at that property.                                      |
+--------+-------------------------------------------------------------+

## Search for Properties

+---------+------------------------------------------------------------+
| Search  | Visitors to the IOLP site can search for government owned  |
| for a   | and leased properties by using a variety of criteria.      |
| P       |                                                            |
| roperty | **To search for a property:**                              |
|         |                                                            |
|         | 1.  From the home page, do one of the following:           |
|         |                                                            |
|         | -   Click the state on the map (1).                        |
|         |                                                            |
|         | -   Select the state from the drop-down menu (2).          |
|         |                                                            |
|         | ![](media/image4.png){width="5.345833333333333in"          |
|         | height="2.7493055555555554in"}                             |
|         |                                                            |
|         | 2.  IOLP Home Page                                         |
|         |                                                            |
|         |     **Result:** You are at the state search screen for     |
|         |     that state.                                            |
+---------+------------------------------------------------------------+
|         | ![](media/image5.png){width="5.157638888888889in"          |
|         | height="3.76875in"}                                        |
|         |                                                            |
|         | 3.  State Search Screen                                    |
|         |                                                            |
|         | A user can search for a property within that state         |
|         | according to four different criteria:                      |
|         |                                                            |
|         | -   Square footage or lease expiration date                |
|         |                                                            |
|         | -   City                                                   |
|         |                                                            |
|         | -   Congressional District                                 |
|         |                                                            |
|         | -   Statewide by Senator.                                  |
|         |                                                            |
|         | **Note**: Users can click Go without using the search      |
|         | criteria which would display all the leased/owned          |
|         | buildings in that State.                                   |
+---------+------------------------------------------------------------+

+-----------+-----------------------------------------------------------+
| Search    | **Note**: The numbers in parentheses (#) refer to the     |
| For a     | different search criteria in the above graphic            |
| Property  |                                                           |
| in        | **Search by square footage available or lease expiration  |
|           | date (1):**                                               |
| a State   |                                                           |
|           | 1.  At the top right of the state search screen enter one |
|           |     of the following in the appropriate box:              |
|           |                                                           |
|           | -   Approximate square footage. IOLP will search for all  |
|           |     properties with that square footage or less           |
|           |     available.                                            |
|           |                                                           |
|           | -   Date by. The date when the lease will have expired.   |
|           |                                                           |
|           | 2.  Click **Go**.                                         |
|           |                                                           |
|           | **Result:** IOLP displays a list of properties that fit   |
|           | the search criteria.                                      |
|           |                                                           |
|           | **Search by city, county, or ZIP code (2):**              |
|           |                                                           |
|           | 1.  At the state search screen, enter the city, county or |
|           |     ZIP code in the appropriate box. Click **Go**.        |
|           |                                                           |
|           | **Result:** IOLP displays the GSA properties in that      |
|           | city, county, or ZIP code.                                |
|           |                                                           |
|           | **Search by Congressional district (3):**                 |
|           |                                                           |
|           | 1.  At the state search screen, select a representative   |
|           |     from to the list to get information about GSA         |
|           |     buildings in that Congressional district.             |
|           |                                                           |
|           | 2.  Click **Go**.                                         |
|           |                                                           |
|           | **Result:** IOLP displays a list of GSA properties in     |
|           | that Congressional district.                              |
|           |                                                           |
|           | **Search by Senator (4):**                                |
|           |                                                           |
|           | 1.  At the state search screen, select a Senator from to  |
|           |     the list to get information about GSA buildings in    |
|           |     that state.                                           |
|           |                                                           |
|           | 2.  Click **Go**.                                         |
|           |                                                           |
|           | **Result:** IOLP displays a list of GSA properties in     |
|           | that state.                                               |
|           |                                                           |
|           | 3.  Click a property to view more information.            |
|           |                                                           |
|           | ![](media/image6.png){width="5.254861111111111in"         |
|           | height="3.467361111111111in"}                             |
|           |                                                           |
|           | 4.  Search Results List                                   |
|           |                                                           |
|           | **Note:** Click the header of a column to sort the        |
|           | results by that category.                                 |
+-----------+-----------------------------------------------------------+

## Search for Hot Properties

+------------+---------------------------------------------------------+
| De         | A hot property is a vacant property owned by GSA that   |
| finition:\ | is available for immediate occupancy.                   |
| Hot        |                                                         |
| Property   |                                                         |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
| Search for | A user can view the properties owned by GSA that are    |
|            | available immediately for occupancy.                    |
| Hot        |                                                         |
| Properties | **To search for hot properties:**                       |
|            |                                                         |
|            | 1.  From the home page, click the **Owned Hot           |
|            |     Properties** link.                                  |
|            |                                                         |
|            | ![](media/image7.png){width="5.054166666666666in"       |
|            | height="3.6125in"}                                      |
|            |                                                         |
|            | 5.  IOLP Home Page                                      |
|            |                                                         |
|            | **Result:** IOLP displays a list of GSA hot properties. |
|            |                                                         |
|            | 2.  Click a property from the list to view the building |
|            |     information.                                        |
|            |                                                         |
|            | ![](media/image8.png){width="5.5375in"                  |
|            | height="1.9979166666666666in"}                          |
|            |                                                         |
|            | 6.  List of Hot Properties                              |
|            |                                                         |
|            | **Result:** The hot property building information       |
|            | appears.                                                |
|            |                                                         |
|            | ![](media/image9.png){width="5.344444444444444in"       |
|            | height="3.0006944444444446in"}                          |
|            |                                                         |
|            | 7.  Hot Property Information                            |
|            |                                                         |
|            | To add or modify Hot Properties, Please contact the     |
|            | IOLP Administrator.                                     |
+------------+---------------------------------------------------------+

## Add and Modify Hot Properties

+-------------+--------------------------------------------------------+
| Add a New   | Administrators of the IOLP site may add and modify hot |
| Hot         | properties. Once added, the property will appear in    |
| Property    | the list of hot properties linked from the home page   |
|             | of IOLP.                                               |
|             |                                                        |
|             | **To add a hot property:**                             |
|             |                                                        |
|             | 1.  From the Congressional Districts page              |
|             |     (Administrators initial page), select the Owned    |
|             |     Hot Properties Link.                               |
|             |                                                        |
|             | ![](media/image10.png){width="4.920138888888889in"     |
|             | height="3.3208333333333333in"}                         |
|             |                                                        |
|             | 8.  Congressional District Screen                      |
|             |                                                        |
|             | **Result:** The hot property listing appears.          |
|             |                                                        |
|             | ![](media/image11.jpeg){width="5.097916666666666in"    |
|             | height="1.7777777777777777in"}                         |
|             |                                                        |
|             | 9.  List of Hot Properties (Administrator's View)      |
|             |                                                        |
|             | ```{=html}                                             |
|             | <!-- -->                                               |
|             | ```                                                    |
|             | 2.  From the hot property listing screen, follow the   |
|             |     procedures listed at the bottom. Click the         |
|             |     [select]{.underline} link.                         |
|             |                                                        |
|             | > **Note:** Click the *Search for a Property*          |
|             | > procedure to find an owned building                  |
|             |                                                        |
|             | **Result:** IOLP displays a list of GSA properties in  |
|             | that state.                                            |
|             |                                                        |
|             | 4.  Click a GSA owned property to Add it to the hot    |
|             |     properties list                                    |
|             |                                                        |
|             | > ![](media/image12.png){width="4.417361111111111in"   |
|             | > height="1.4333333333333333in"}                       |
|             |                                                        |
|             | 10. List of GSA Properties within a selected State     |
|             |                                                        |
|             | > ![](media/image13.png){width="4.417361111111111in"   |
|             | > height="1.9270833333333333in"}                       |
|             |                                                        |
|             | 11. Property Information Screen                        |
|             |                                                        |
|             | ```{=html}                                             |
|             | <!-- -->                                               |
|             | ```                                                    |
|             | 3.  Click the **Add Owned Hot Property** button.       |
|             |                                                        |
|             | ![](media/image14.png){width="4.794444444444444in"     |
|             | height="5.142361111111111in"}                          |
|             |                                                        |
|             | 12. Hot Property Information Screen                    |
|             |                                                        |
|             | ```{=html}                                             |
|             | <!-- -->                                               |
|             | ```                                                    |
|             | 4.  . Type the appropriate information in the text     |
|             |     boxes when the information is as complete as       |
|             |     possible, click **Save**.                          |
|             |                                                        |
|             | **Note:** POC refers to the person of contact for the  |
|             | building.                                              |
|             |                                                        |
|             | **Result:** The property will appear on the Owned Hot  |
|             | Properties list.                                       |
+-------------+--------------------------------------------------------+

+----------+-----------------------------------------------------------+
| Modify a | Once added, a property will appear in the list of hot     |
| Hot      | properties linked from the home page of IOLP.             |
| Property |                                                           |
|          | **To modify hot property information:**                   |
|          |                                                           |
|          | 1.  From the Congressional Districts page (Administrators |
|          |     initial page), click the Owned Hot Properties Link.   |
|          |                                                           |
|          | ![](media/image10.png){width="4.920138888888889in"        |
|          | height="3.3208333333333333in"}                            |
|          |                                                           |
|          | 13. Congressional District Screen                         |
|          |                                                           |
|          | **Result:** The hot property list appears.                |
|          |                                                           |
|          | ![](media/image11.jpeg){width="5.097916666666666in"       |
|          | height="1.7777777777777777in"}                            |
|          |                                                           |
|          | 14. List of Hot Properties (Administrator's View)         |
|          |                                                           |
|          | ```{=html}                                                |
|          | <!-- -->                                                  |
|          | ```                                                       |
|          | 1.  From the hot property list screen, click on the       |
|          |     Building Name for the hot property you would like to  |
|          |     modify.                                               |
|          |                                                           |
|          | ![](media/image15.png){width="5.547916666666667in"        |
|          | height="6.160416666666666in"}                             |
|          |                                                           |
|          | 15. Hot Properties Information Screen                     |
|          |                                                           |
|          | ```{=html}                                                |
|          | <!-- -->                                                  |
|          | ```                                                       |
|          | 2.  When you are an Administrator, the hot property       |
|          |     information screen is editable. Edit the information, |
|          |     and then click **Save**.                              |
+----------+-----------------------------------------------------------+

## Reports

+--------+-------------------------------------------------------------+
| R      | IOLP provides three static reports:                         |
| eports |                                                             |
| G      | 1.  Leased Space (displays all active leases)               |
| eneral |                                                             |
| Infor  | 2.  Owned Space (displays all active buildings)             |
| mation |                                                             |
|        | 3.  All Buildings (displays all active leases and           |
|        |     buildings)                                              |
|        |                                                             |
|        | All three reports have the following selection criteria:    |
|        |                                                             |
|        | -   Report Name                                             |
|        |                                                             |
|        | -   State                                                   |
|        |                                                             |
|        | Users may create any of the three reports based on the      |
|        | specific selection criteria.                                |
|        |                                                             |
|        | Once the reports are created, they may be exported to Excel |
|        | for further analysis.                                       |
+--------+-------------------------------------------------------------+
| Select | 4.  From the home page, do one of the following:            |
| a      |                                                             |
|        | -   Click the state on the map (1).                         |
| Report |                                                             |
|        | -   Select the state from the drop-down menu (2).           |
|        |                                                             |
|        | ![](media/image4.png){width="5.405555555555556in"           |
|        | height="2.7805555555555554in"}                              |
|        |                                                             |
|        | 16. IOLP Home Page                                          |
+--------+-------------------------------------------------------------+

### Leased Space Report

### 

+-----------+-----------------------------------------------------------+
| Create    | **To create Leased Space Report:**                        |
| Leased    |                                                           |
|           | 1.  Choose report name. See report general information.  |
| Space     |                                                           |
| Report    | ```{=html}                                                |
|           | <!-- -->                                                  |
|           | ```                                                       |
|           | a.  From the Search screen, click the **Report Name**     |
|           |     drop down button.                                     |
|           |                                                           |
|           |     Select the Leased Space report.                      |
|           |                                                           |
|           | b.  Select the desired State/Region.                      |
|           |                                                           |
|           | c.  Click on the **View Report** button                   |
|           |                                                           |
|           | The **Cancel** button can be used if the user wishes to   |
|           | change the selection criteria.                            |
|           |                                                           |
|           | ![](media/image16.png)                                    |
|           |                                                           |
|           | 17. Report Selection Criteria Screen                      |
|           |                                                           |
|           | -   Select the required selection criteria from the drop  |
|           |     down list.                                            |
|           |                                                           |
|           | **Note:** To select multiple states hold the Ctrl key.    |
|           | You can not select both State and Region.                 |
|           |                                                           |
|           | ![](media/image17.png){width="5.279166666666667in"        |
|           | height="5.65625in"}                                       |
|           |                                                           |
|           | 18. Leased Space Report Screen                            |
|           |                                                           |
|           | **Result:** The system will generate Leased Space report  |
|           | screen.                                                   |
|           |                                                           |
|           | a.  Click on the **Print** button to print report         |
|           |                                                           |
|           | b.  Click on the **Excel** button to export report into   |
|           |     Excel.                                                |
|           |                                                           |
|           | Note: To print the report in the right format set your    |
|           | Page Settings as shown below                              |
|           |                                                           |
|           | ![](media/image18.png)                                    |
+-----------+-----------------------------------------------------------+

### Owned Space Report

+-----------+-----------------------------------------------------------+
| Create    | **To create Owned Space Report:**                         |
| Owned     |                                                           |
|           | 1.  Choose report name.  See report general information. |
| Space     |                                                           |
| Report    | ```{=html}                                                |
|           | <!-- -->                                                  |
|           | ```                                                       |
|           | c.  From the Search screen, click the **Report Name**     |
|           |     drop down button.                                     |
|           |                                                           |
|           |     Select the Owned Space report.                       |
|           |                                                           |
|           | d.  Select the desired State.                             |
|           |                                                           |
|           | e.  Click on the **View Report** button                   |
|           |                                                           |
|           | The **Cancel** button can be used if the user wishes to   |
|           | change the selection criteria.                            |
|           |                                                           |
|           | ![](media/image19.png)                                    |
|           |                                                           |
|           | 19. Report Selection Criteria Screen                      |
|           |                                                           |
|           | -   Select the required selection criteria from the drop  |
|           |     down list.                                            |
|           |                                                           |
|           | **Note:** To select multiple states hold the Ctrl key.    |
|           | You can not select both State and Region.                 |
|           |                                                           |
|           | ![](media/image20.png){width="5.303472222222222in"        |
|           | height="3.7805555555555554in"}                            |
|           |                                                           |
|           | 20. Owned Space Report Screen                             |
|           |                                                           |
|           | **Result:** The system will generate Owned Space report   |
|           | screen.                                                   |
|           |                                                           |
|           | a.  Click on the **Print** button to print report         |
|           |                                                           |
|           | b.  Click on the **Excel** button to export report into   |
|           |     Excel.                                                |
|           |                                                           |
|           | Note: To print the report in the right format set your    |
|           | Page Settings as shown below                              |
|           |                                                           |
|           | ![](media/image21.png)                                    |
+-----------+-----------------------------------------------------------+

### All Buildings Report

+-----------+-----------------------------------------------------------+
| Create    | **To create All Buildings Report:**                       |
|           |                                                           |
| All       | 1.  Choose report name. See report general information.  |
| Buildings |                                                           |
| Report    | 2.  From the Search screen, click the **Report Name**     |
|           |     drop down button.                                     |
|           |                                                           |
|           |     Select the All Buildings report.                     |
|           |                                                           |
|           | 3.  Select the desired State.                             |
|           |                                                           |
|           | 4.  Click on the **View Report** button                   |
|           |                                                           |
|           | The **Cancel** button can be used if the user wishes to   |
|           | change the selection criteria.                            |
|           |                                                           |
|           | ![](media/image22.png)                                    |
|           |                                                           |
|           | 21. Report Selection Criteria Screen                      |
|           |                                                           |
|           | -   Select the required selection criteria from the drop  |
|           |     down list.                                            |
|           |                                                           |
|           | **Note:** To select multiple states hold the Ctrl key.    |
|           | You can not select both State and Region.                 |
|           |                                                           |
|           | ![](media/image23.png){width="5.273611111111111in"        |
|           | height="5.153472222222222in"}                             |
|           |                                                           |
|           | 22. All Buildings Report Screen                           |
|           |                                                           |
|           | **Result:** The system will generate All Buildings report |
|           | screen.                                                   |
|           |                                                           |
|           | a.  Click on the **Print** button to print report         |
|           |                                                           |
|           | b.  Click on the **Excel** button to export report into   |
|           |     Excel.                                                |
|           |                                                           |
|           | Note: To print the report in the right format set your    |
|           | Page Settings as shown below                              |
|           |                                                           |
|           | ![](media/image24.png)                                    |
+-----------+-----------------------------------------------------------+

### 

## Index

C

city 5

congressional distric**t** 5

county 5

H

hot property 7

add 9, 15, 17, 19

modify 11

search for 7

I

IOLP

overview 3

updated 3

P

property

search for 4--3

view information 3

R

Report General Information 14

Reports

All Buildings Report 19

Leased Space Report 15

Owned Space Reports 17

S

search 4

senator 5

square footage 3, 5

state map 4, 14

V

vacant property 7

Z

ZIP code 5

**For additional explanation of owned and leased space, you should refer
to the Official [PBS Business Assignment
Guide](http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentType=GSA_BASIC&contentId=20076&noc=T).**