STATE LAND AND BUILDINGS SYSTEM (SLABS)

Once you have determined which menu item you want to access, type the number of that item in the Enter Option Num screen and press the enter key. You will be allowed to access only those menu items for which you have been assigned security clearance.

Instructions regarding Underwriting’s use of the following menu items can be found in this manual.

1. Maintain Building Data

4. Query Menu

7. Reference Table Menu

9. Incoming Work Notification

10. REELS

12. STAMPS

MAINTAIN BUILDING DATA SCREEN

The following screen ( Option number 1 on the SLABS Main Menu screen) is used to add, modify or inactivate a building record. Not all users will have security clearance to utilize this screen.

AM88M101 MAINTAIN BUILDING DATA

7/24/00 14:52

SITE CODE: ___-___-____ FACILITY:

LEASE/OWN: STATE ID: LOCA/BILL CODE: ORM AGY: ITEM:

ORM AREA: ORM AGY NAME CVRGE CODE:

BLDG NAME: STORIES: ELEVATORS:

ADDR1: ADDR2:

CITY: ST: FLR AREA: FLR 1:

DIM: OCCUP CODE:

USE(SPEC): (GEN): GROSS SQFT:

DESCR:

CONTACT: PH:

CONST CLASS: MECH ELE: VALUA. DATE: VAL/SQFT: INSURABLE:

INSPECTOR: INSP DATE:

REPL COST: MAR-SWFT: MOVEIN: / / SETUP:

FLD ZONE: MAP NAME: DU: SE:

APPR NOTES:

NOTIFY>LP >UW >SLO >OSR >FP APPR>ORM >SLO INACTV -

COMMAND ===>

F1=HELP F3=EXIT F4=PROMPT F8=FORWARD

ADDING BUILDING RECORDS

State Owned Buildings

Prior to adding new building records, use the Building List Screen (Query menu) to check whether or not the building is already in the system. This prevents duplication of building records.

Type an “S” in the Lease/Own field and press the enter key.

There should now be a number reflected in the State ID field. There should also be a message at the bottom of the screen advising you to Enter information on screen and press enter to add.

After typing pertinent data (see list below) onto screen, proofread data and press the enter key. You should receive a message stating Successful Add.

Information must be put in the following fields prior to pressing the enter key.

Site Code

Utilize the Site List screen to identify the correct site code. If there is no site code contact the Office of State Lands.

Loca/Bill Code

Enter the ORM Loca code that corresponds to the agency that owns the building or is responsible for payment of premium on building structure.

Bldg Name

If applicable name must be obtained from the State agency that owns the building.

Addr 1

Must be a physical street address, NOT A POST OFFICE NUMBER.

City

Should you receive on Invalid City message, Check your spelling. If spelled correctly, contact SLO to add the city to the system.

Occup Code

If there is more than one occupant in the building, use the code that corresponds to the occupancy of the majority of the building tenants.

NOTE: Buildings which may or may not contain movable property/contents (i.e. stadiums, etc.) are coded “998”. Buildings which will never have movable property/contents (i.e. water towers, etc.) are coded “999”.

Mech Ele

Enter “Y” if the building has mechanical elements and “N” if the building does not have mechanical elements.

Insurable

Enter “Y” if building structure is to be insured by ORM. Enter “N” if building structure is not to be insured by ORM.

Data for the remaining fields will be entered by the Loss Prevention Section when the appraisal information is entered.

NOTE: Underwriting has security clearance to add state Owned buildings to the system, however, the majority of state owned buildings will be entered by the ORM Loss Prevention Section.

Non-State Owned Buildings

Prior to adding new building records, use the Building List Screen (Query menu) to check whether or not the building is already in the system. This prevents duplication of building records.

Type an “L” in the Lease/Own field and press the enter key.

There should now be a number reflected in the State ID field. There should also be a message at the bottom of the screen advising you to Enter information on screen and press enter to add.

Information must be put in the following fields prior to pressing the enter key.

Site Code

Buildings structures which are insured by ORM:

Utilize the Site List screen to identify the correct site code. If there is no site code contact the Office of State Lands

Building structures which are not insured by ORM.

Put the parish code in the center spot of the site code field.

Loca/Bill Code

Buildings structures which are insured by ORM:

Put the ORM Loca Code that corresponds to the agency that owns the building or is responsible for payment of premium on building structure.

Building structures which are not insured by ORM

Put “0000” as the Loca Code.

Bldg Name

If applicable name must be obtained from the owner of the building.

Addr1

Must be a physical street address, NOT A POST OFFICE NUMBER.

City

Should you receive an Invalid City message, check your spelling. If spelled correctly, contact SLO to have the city added to the system.

Occup Code

If more than one tenant is in the building, use the code that corresponds to the occupancy of the majority of the building tenants

Insurable

Enter “Y” if building structure is to be insured by ORM. Enter “N” if building structure is not to be insured by ORM.

If the building structure is “insurable”, data for the remaining fields will be entered by the Loss Prevention Section once the building is appraised.

CHANGING EXISTING BUILDING RECORDS

Tab or space to the field needing to be changed and type over existing data, then press the enter key.

NOTE: Changes in building names must come from/be agreed to by the owner of the building.

When changing an “L” building from insurable “Y” to insurable “N” be sure to remove the beginning number and ending numbers in the Site Code field. (The purpose of this is to prevent the building from showing up on reports needed by State Lands and Office of Statewide Accounting.)

INACTIVATING EXISTING BUILDING RECORDS

If a building in inactivated in error, you must contact the State Land Office to have it re-activated.

State Owned Buildings

Type the reason for inactivation and your initials in the APPR NOTES field on the Maintain Building Data screen.

Type an “I” in the APPR>ORM field and press the enter key.

When prompted, type reason for inactivation along with your user agency initials and your initials.

The inactivation must be co-approved by the State Land Office before it is effected. (The State Land Office will automatically receive notification of the inactivation through the SLABS Workload Screen.)

Non-State Owned Buildings

Type an “I” in the APPR>ORM field, a “Y” in the INACTV Field and press the enter key.

When prompted, type reason for inactivation along with your user agency initials and your initials.

Inactivation of non-state owned buildings do not require the approval of the State Land Office.

QUERY MENU

The following screen (item number 4 on the SLABS Main Menu) is used to inquire/identify building information in the SLABS system.

AM88M400 QUERY MENU

7/24/00 14:39

SELECT OPTION AND PRESS ENTER

SELECT OPTION: __. 1. Building List

2. Site List

3. Conveyance List

4. Legislator List

5. Inquire Building

6. Inquire Site

7. Inquire Conveyance

COMMAND ===>

F1=HELP F3=EXIT F4=PROMPT

Type number of desired option in Select Option field and press the enter key.

BUILDING LIST SCREEN

The following screen (Option number 1 on the Query Menu screen) is used to locate buildings already in the SLABS system, to identify the identification number for a particular building, to identify various buildings at one address, etc.

AM88M401 BUILDING LIST

7/27/00 10:50

SITE CODE LOCA/BILL ORM AGY ITEM DP FACS BLDG NAME

- -

CVRG CURRENT USE AREA STREET CITY ACTIVE: (A,I, ) L/O:

(S,L, )

-----------------------------------------------------------------------------------------------------------------------

SEL ST ID SITE CODE BLCD /ORM AGY/ITEM DPT FACS BLDG NAME

/CURRENT USE /AREA /ADDRESS /CITY

- -

COMMAND ===>

F1=HELP F3=EXIT F7=BACKWARD F8=FORWARD

Enter known information for the building and press the enter key. Keep in mind that only one word is to be entered in the BLDG NAME, STREET and CITY fields. This screen will list a maximum of 250 records. Should more than 250 records meet the parameters you entered, the resulting information will not be complete. You may need to broaden/narrow your search parameters.

SITE LIST SCREEN

The following screen (Option number 2 on the Query Menu screen) is used to locate sites already in the SLABS system, to identify the Site Code for a particular location/facility, etc.

AM88M402 SITE LIST

7/27/00 10:52

ENTER KNOWN INFORMATION FOR THE SITE AND PRESS ENTER

SITE: - - DEPT: FACS: SEC: TWN: RNG:

FACIL: CITY:

STREET: PARISH: ACTIVE: (A/I/ )

---------------------------------------------------------------------------------------------------------------------

SEL SITE CODE FACILITY NAME CITY

- -

COMMAND ===>

F1=HELP F3=EXIT F4=PROMPT F7=BACKWARD F8=FORWARD

Enter known information for the site and press the enter key. Keep in mind that only one word is to be entered in the BLDG NAME, STREET and CITY fields. This screen will list a maximum of 250 records. Should more than 250 records meet the parameters you entered, the resulting information will not be complete. You may need to broaden/narrow your search parameters.

REFERENCE TABLE MENU

The following screen (Option number 7 on the SLABS Main Menu screen) is used to access and maintain various core data tables utilized in SLABS/STAMPS/REELS.

AM88M700 REFERENCE TABLE MENU

7/27/00 10:40

ENTER OPTION NUMBER AND PRESS ENTER

ENTER OPTION: ___ 1. Maintain Parish Data

2. Maintain City/Parish Data

3. Maintain Billing Codes

4. Maintain Group Names

5. Maintain Generic Use

6. Maintain Instrument Types

7. Maintain Occupancy Codes

8. Maintain Construction Class

9. Maintain User

10. Maintain Access

COMMAND ===>

F1=HELP F3=EXIT F4=PROMPT

Type desired option number in the ENTER OPTION field and press the enter key.

MAINTAIN BILLING CODE DATA SCREEN

The following screen (Option number 3 on the Reference Table Menu screen) is used to add/delete/modify the ORM Location Code table.

AM88M704 MAINTAIN BILLING CODE DATA PAGE 001 OF 0038

7/27/00 10:42 NEXT PAGE:

ENTER BILLING CODE TO SEARCH FOR:

BILLING INACT(Y) INACTIV.

CODE AGENCY NAME DEL?(Y) REACT(N) DATE

0000 DUMMY BILLING CODE Y

0020 OFFICE OF THE GOVERNOR

0025 OFFICE OF LIFE LONG LEARNING Y 07-21-00

0030 MENTAL HEALTH ADVOCACY

0035 PATIENTS COMPENSATION FUND

0231 MILITARY AFFAIRS - HEADQUARTERS

0232 MILITARY AFFAIRS - CAMP BEAUREGARD

0233 MILITARY AFFAIRS - JACKSON BARRACKS

COMMAND ===>

F1=HELP F3=EXIT F4=PROMPT F7=BACKWARD F8=FORWARD

ADDING NEW LOCATION/BILLING CODES

Not all ORM Location codes should be entered into the SLABS database. Only locations codes corresponding to the lowest exposure level codes should be entered. Location codes corresponding to roll-up levels should not be entered.

Type new code in ENTER BILLING CODE TO SEARCH FOR field and press enter. If an agency record is reflected on the bottom half of the screen, the code is already on file in the SLABS database and you do not need to take further action. If no agency record is reflected on the screen type the code and agency name in the BILLING CODE and AGENCY NAME column on the screen, then press the enter key.

DELETING AN EXISTING LOCATION CODE

In order to delete a billing/location code, you must first make sure there are no building/content/lease records in the system which reflect the code to be deleted. You do this by utilizing the following screens:

Building List Screen (Item 1 on the Query Menu)

Enter the code in the LOCA/BILL field and press enter. With the exception of inactivated buildings, any building records on the screen must have the code changed before you can delete the code. If an inactive building is reflected you will not be able to delete the code from the database and must inactivate (see below for inactivating instructions) the code instead of deleting it.

Contents List Screen (Item 2 on the STAMPS Main Menu)

Enter the code in the ORM LOCATION CODE field and press enter. Any records reflected on the screen must have the code changed before you can delete the code from the database.

Lease List Screen (Item 3 on the REELS Main Menu)

Enter the code in the LOCA field and press enter. Any records reflected on the screen must have the code changed before you can delete the code from the database.

After all building/content/lease records have been cleared, type the location code number in the ENTER BILLING CODE TO SEARCH FOR field and press the enter key. Location code and agency name should be reflected on the bottom half of the screen. Type a “Y” in the DEL?(Y) column and press enter.

INACTIVATE EXISTING BILLING/LOCATION CODE

Type the code number in the ENTER BILLING CODE TO SEARCH FOR field and press the enter key. Code and agency name should be reflected on the bottom half of the screen.

Type a “Y” in the INACT(Y) Column and press enter. The current date should now be reflected in the INACTIV. DATE column.

REACTIVATE EXISTING BILLING/LOCATION CODE

Type the code number in the ENTER BILLING CODE TO SEARCH FOR field and press the enter key. Code and agency name should be reflected on the bottom half of the screen.

Type a “N” in the INACT(Y) Column and press enter. The INACTIV. DATE column should now be blank.

AMENDING AGENCY NAME FOR EXISTING BILLING/LOCATION CODE

Type the code number in the ENTER BILLING CODE TO SEARCH FOR field and press the enter key. Code and agency name should be reflected on the bottom half of the screen.

Type new name over the existing one reflected on the bottom half of the screen and press the enter key.

WORKLOAD SCREEN

The following screen (Option number 9 on the SLABS Main Menu screen) directs the functional flow of information in the system to users as required. The information displayed on this screen depends on the User ID that is logged on. The screen allows the user to move directly to the maintenance screen for the selected record to view or make the required changes.

Enter “/” in the SEL field to update/view data. Enter “/” in the APPRV field to approve and/or remove the notification from the Workload Screen.

In addition to on line viewing of the Work Notification Screen, a hard copy report (AM88RC16) is automatically printed (on your local printer) each morning.

AM88M901 WORKLOAD SCREEN

7/27/00 11:07

MORE +

ENTER '/' IN APPRV TO APPROVE OR '/' IN SEL TO UPDATE/VIEW DATA

UPDATE

APPRV SEL SITE CODE BILL L/O ST.ID DOC NAME DATE

. - - 3175 S 00092 2000-03-30

1. TOTAL U/F SQFT > BUILDING SQ 2.

3. 4.

. - - L 02188 11 0022 419 2000-07-12

1. LEASE ACTIVATED 2. LEASE AGENCY ADDED

3. 4.

. - - 2030 L 02188 11 0022 419 2000-07-12

1. BUILDING ADDED 2.

3. 4.

AAMA0011I CANNOT SCROLL BACKWARD ON FIRST PAGE.

COMMAND ===>

F1=HELP F3=EXIT F4=PROMPT F7=BACKWARD F8=FORWARD

Messages displayed in the Reason for Notification field (Items 1-4 on above screen sample) are the result of two things. Either a situation occurs wherein the system automatically notifies the user of the situation or an individual user makes a change and notifies other user groups of the change. Note: The most current Reason for Notification will be located in the highest reason number on the screen.

Some examples of the Reasons for Notification that may appear on the Workload Screen are indicated below. Each notification requires a different action on the part of the user receiving it.

SAMPLE NOTIFICATION	EXPLANATION OF NOTIFICATION	ACTION TO BE TAKEN
U/F SQFT > BUILDING SQ FT	This is an indication that the square footage reflected in either REELS or STAMPS or a combination of both is greater than the sq ft reflected on the building record	Records should be checked for accuracy and amended accordingly. This message will remain on the screen until the situation is corrected.
CAN’T OVERRIDE U CONTENTS LOCA ####	This is an indication that a lease record has been entered by REELS for an existing "U" record.	Review and determine whether "U" records needs to be removed/amended.
NEW OCCUP CODE ADDED	This is an indication that a new occupancy code has been entered by Loss Prevention.	Review/amend the before factor on the STAMPS Maintain Occupancy Code screen.
LEASE ACTIVATED	This is an indication that an active lease has been added to REELS which needs an ORM Loca Code.	Add needed ORM LOCA code to lease agency record.
REELS SQFT CHG	This is an indication that Facility Planning & Control has amended or changed the square footage of a lease agency record for which there is an existing “U” record.	You need to decide whether you want to retain the “U” record or have an “F” record created by REELS. In order to retain the “U” record you must enter LOCA code “0000” on the lease agency record. If you want the “F” record created, you need to take the following action: Remove the square footage amounts for the “U” record and press enter. Go to the REELS Maintain Lease screen and change the LOCA code to “0000” and press enter. Back out to the SLABS Main Menu screen. Return to the REELS Maintain Lease screen and change the LOCA code to desired number and press enter. You should now have a “F” content record in lieu of a “U”.
BUILDING ADDED BUILDING INACTIVATED BUILDING UPDATE	Self-explanatory	Review record and if in agreement approve action.