Download Room Data from FM:Interact and Report Errors

Required Action

After you are identified as a Space Delegate, download the list of rooms that report to your Base Department and ensure there are no obvious errors. Report any errors in:

• the assignment of DeptIDs to rooms
• rooms that are missing from your department
• any rooms that you find on your list that are not assigned to your department

Notify of any modifications that need to be made no later than 5 pm on July 29.

Data Source

I. Crystal Report in FM:Interact

1. Log into FM:Interact – if you do not have your user account set up yet, please contact the FIMS staff immediately, either by phone or e-mail.
2. From the Main Menu, click on Space Management, then Reports.
3. Click on the report named “Rooms by BASE Dept” – this is a Crystal Report document

NOTE: You will need to have the Crystal Report Viewer XI installed on your computer in order to view and extract data from the report. You will find the hyperlink to download this viewer on the FM:Interact home page. Contact your computer support group for the installation.

II. Native FM:Interact Report

1. Log into FM:Interact – if you do not have your user account set up yet, please contact the FIMS staff immediately, either by phone or e-mail.
2. From the Main Menu, click on Space Management, then Reports.
3. Click on the report named "Select Base/Bldg/Rooms"

Steps to Complete

I. Crystal Report in FM:Interact

1. Once you have the “Rooms by BASE Dept” Crystal Report open, find your Base.
   • In the default view, you can scroll down the “Preview” tab on the left of the report to find your Base Department’s name, if known. To remove the Preview tab, hit the Toggle Group Tree button.
   • Use the Search Text tool to type in your Base Department’s number or name. The Search Text tool is the binoculars in the Crystal Reports toolbar:
   
2. Once you find your Base, write down the page number(s) where your data is located – indicated in the toolbar.
3. Click on the Export Report tool on the far left of the toolbar. A new window will prompt you with choices.
4. Choose Adobe Acrobat file format from the drop-down list.
5. Type in the page range where your data is located.
6. Click Browse and choose a file path and file name for your data, then click OK.
7. Review your data and note any obvious errors:
   • Verify the assignment of DeptIDs to rooms.
   • Report any rooms you are missing.
   • Report any rooms assigned to your Base that should not be.
   • Review your THECB classification codes in preparation for the online survey.
8. E-mail with any information on changes that need to be made prior to the initialization of the Space Survey.

II. Native FM:Interact Report

1. Once you have the report open, scroll through the window at the bottom titled “Department Codes.”
2. Find your Base Department number and select it – this will be the “N” numbers toward the bottom of the scroll bar.
3. Click the Submit button and the display frame will display all the rooms for the selected Base Department.
4. Once you see your list of rooms, right-click in the frame and select “Export to Microsoft Excel,” found toward the bottom of the new pop-up.
5. A new Excel workbook will open, and a window titled “New Web Query” will show the results.
6. Click Import.
7. Click OK in the new “Import Data” window – this will bring in the raw data. The new Excel workbook has the raw data for your rooms, but the formatting will be off. We apologize for this inconvenience, but the raw data will be useful in seeing your list of rooms and classification codes for review and preparation for the online Space Survey event.

Background Information

The survey is organized by Base Departments in the FIMS hierarchy. That is typically an “N” number like N38100, for example. The rooms listed for that base department may have different DeptIDs. However, all rooms that roll up to that base department will be listed by 1) building number then 2) room number, not by department numbers.

To make the online Space Survey easier to manage, you can access current space data for your Base Departments through FM:Interact. In doing so, you will find our legacy space data for your group(s) and be better informed and prepared for the actual online reporting of changes.

We will make the reported changes as quickly as possible to ensure we have as accurate a room list for each Base Department before Survey participants log into the online portal to validate the data or report changes.

If you have questions, please don’t hesitate to contact the FIMS Team at .