STATE AGENCY MOVABLE PROPERTY SYSTEM (STAMPS)

The Maintain Content Data Screen (Option number 1 on the Stamps Main Menu screen) is utilized to add, modify or delete a content record. It can also be utilized for content inquiry.

AM88MC10 MAINTAIN CONTENTS DATA

5/08/97 14:51

BLDG ID: _____________ TOTAL SQ FT: __________

ORM LOCA CODE: ___________ (I,U,F,N) GRND SQ FT: __________

CATEGORY STATE-OWNED NON MISCELLANEOUS CATEGORIES

DESCRIPTION STATE

OWNED

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FINE ARTS __________ __________ GENL CONT-PROP VALUE

LIVESTOCK __________ __________ GENL CONT –-FLOOD

COMPUTER EQUIP __________ __________ OTHER CONTENTS – FLOOD __________

BOATS __________ __________ BUSINESS INCOME __________

MOBIL STRUCT __________ __________ REG MAIL/PARCEL POST __________

LPFA/3^RD PARTY FIN __________

COMMENT:

_______________________________________________________________________________________________

NOTIFY FP _________ DATE OF LAST CHANGE: DELETE CONTENTS (Y/S)? __________

COMMAND ®®®

F1 = HELP F3 = EXIT F4 = PROMPT

GENERAL INFORMATION

In order to add, modify or delete a content record, you must first know the Building ID number and ORM Location Code.

Keep in mind that values are reflected in whole dollar amounts. DO NOT ENTER DOLLAR SIGNS, COMMAS, DECIMALS OR CENTS.

RECORD TYPES

There are four types of content records allowed in STAMPS. The record type is designated by the letter (I, F, U or N) reflected next to the "GRND SQFT" field on the Maintain Contents Data screen. There can be only one record per location code per building. The definitions of the five types of records are indicated below.

“I” This record is created by the system from the building record and reflects square footage amounts and calculated GENL CONT values. There may or may not be other category values reflected on the record. GENL CONT values are automatically calculated using the square footage amounts and occupancy code indicated on the building record. It is not possible to have an "I" record for a building when an "F" or "U" records exists for the building.

“F” This record is created by the system. It reflects square footage amounts (taken from the Real Estate Leasing System, i.e. REELS) and calculated GENL CONT values. There may or may not be other category values reflected on the record. GENL CONT values are automatically calculated using the square footage amounts and occupancy code reflected in REELS.

“U” This record is created by the ORM - Underwriting Unit. It reflects square footage amounts and calculated GENL CONT values. There may or may not be other category values reflected on the record. Only certain users have the ability to create this type of record. GENL CONT values are automatically calculated using the square footage amounts entered by the ORM - Underwriting unit and the occupancy code reflected on the building record.

“N” This record does not reflect any square footage amounts or GENL CONT values. It can be created by the ORM - Underwriting Unit or by the system. There must be a value reflected in at least one of the non-calculated categories of the record.

ADDING RECORD

Make sure you have an accurate and valid Building ID Number and ORM Location Code for the record to be entered.

Type in the aforementioned information (building ID Number and ORM Location Code) and press the Enter key.

A blank screen (no exposure values reflected) should be reflected on your monitor. A prompt will ask you to enter exposure values. Refer to the proper section below for the type of content record you want to add. If you do not have a blank screen refer to the section of this manual reflecting instructions for Changing an Existing Record.

“I” RECORD

"I" records are automatically created by the system when new buildings are added to SLABS. "I" records are created for all active insurable buildings with occupancy codes other than "999". "I" records can not be added through STAMPS and will not be created by the system if a "F" or "U" record already exists on the system.

Building records having "999" occupancy code will not generate an "I" record.

Building records having “998” occupancy code will generate an “I” record. These buildings may or may not have insurable contents. If an “I” record has been generated by the system and you are notified by the State agency that the building does not have insurable contents, you must remove the “I” record from STAMPS. Refer to the section of this manual on deleting records for instructions on how to remove the unwanted “I” record.

“F” RECORD

"F" records are automatically created by the system when location codes are entered into the REELS lease agency records. "F" records can not be added through STAMPS.

NOTE: REELS lease agency records reflecting location code "0000" will not result in the creation of an "F" record.

“U” RECORD

"U" records are created by the ORM - Underwriting Unit when someone other than the owner of the building utilizes space/has State owned contents in the building. Square footage amounts are manually entered in the TOTAL SQFT and/or GRND SQFT fields. Values may or may not be entered into the other categories.

Place your cursor on the category field and type in data as needed.

Determine whether or not Facility Planning needs to be notified of the entry by utilizing the agency’s answers to the following questions ("7" through "8A" on the exposure reporting form).

7. Are employees housed at this location?

7a. If "yes", are they contract employees?

8. If answer to "7 & 7A" is no, is this warehouse space?

8a. If "yes", is this mini-warehouse space?

If the answer to number "7" is "yes" and the answer to number "7A" is "no", notify Facility Planning.

If the answer to both number "7" and number "7A" are "yes", do not notify Facility Planning.

If the answer to number "8" is "yes" and the answer to number "8A" is "no", notify Facility Planning.

If the answer to both number "8" and number "8A" is "yes, do not notify Facility Planning.

Enter a "Y" or "N" in the notify field accordingly. Press the enter key. You should receive a message stating "Successful Add".

“N” RECORD

The addition of "N" records is limited to users within the ORM - Underwriting Unit. “N” records do not reflect any square footage amounts or general content values.

Place your cursor on the category field and type in data as needed.

If employees are housed at the location or if the location serves as warehouse space type a "Y" in the NOTIFY FP field.

If employees are not housed at the location of if the location does not serve as warehouse space type a "N" in the NOTIFY FP field.

Press the enter key. You should receive a message stating "Successful Update".

CHANGING EXISTING RECORD

Type the Building ID Number and ORM Location Code of the record to be changed. Press the Enter key.

The screen should now reflect the data on file for the aforementioned building and location code. If a blank record (no exposure values reflected) is reflected on the screen refer to the section of this manual containing instructions for Adding a Record.

SQUARE FOOTAGE/GENERAL CONTENT FIELDS

“I” RECORD

Changes to the SQFT and GENL CONT fields are limited to specified users within the ORM - Underwriting Unit. When manual changes are made in these fields the record will change to a "U" record.

Place your cursor on the category field and type in data as needed. Indicate (in the comment field) the reason the "I" record is being changed.

Press the enter key. You should receive a message indicating Successful Update.

“F” RECORD

Changes to the SQFT and GENL CONT fields are limited to specified users within the ORM - Underwriting Unit. Once changes are made in these fields the record will change to a "U" record.

Place your cursor on the category field and type in data as needed. Indicate (in the comment field) the reason the "F" record is being changed.

Press the enter key. You should receive a message stating "Successful Update".

When an "F" record is changed you also need to change the LOCA code on the lease agency record (REELS record(s) that created the "F" record) to "0000".

“U” RECORD

Changes to the SQFT and GENL CONT fields are limited to users within the ORM - Underwriting Unit.

Place your cursor on the category field and type in data as needed. Press the enter key. You should receive a message stating Successful Update.

“N” RECORD

Changes to the SQFT and GENL CONT fields are limited to users within the ORM - Underwriting Unit.

Place your cursor on the category field and type in data as needed.

Press the enter key. You should receive a message stating Successful Update.

ALL OTHER FIELDS

ALL RECORD TYPES

Place cursor on the category(ies) you need to change and type the new amounts. Be sure to space over or delete entire old value. Do not enter dollar signs, commas, decimals or cents. After making needed changes press the enter key. You should receive a message stating Successful Update.

BEHIND THE SCENE ACTION

AUTOMATED CALCULATIONS FOR “OTHER CONTENTS – FLOOD” CATEGORY

When a STAMPS record is for a one story insurable “Y” building any values in the manually reported categories (computer equipment, fine arts, livestock boats, mobile structures and LPFA/3^rd party financing) are added and the sum entered into the Other Contents – Flood Category. Any time a changes is made in one of the aforementioned categories, the Other Contents – Flood Category is recalculated.

When a STAMPS record is for an Insurable “N” building, the system checks to see if the values in the “Total Sq FT” and “GRND SqFT” categories (on the STAMPS record) are equal. If equal all values in the manually reported categories (computer equipment, fine arts, livestock boats, mobile structures and LPFA/3^rd party financing) are totaled and the sum entered into the Other Contents – Flood Category. Any time a changes is made in one of the aforementioned categories, the Other Contents – Flood Category is recalculated.

DELETING RECORD

“I” RECORD

"I" records cannot be deleted by use of the delete field on the Maintain Contents screen. When a building record is changed to reflect an "N" in the Insurable field on the Maintain Building Screen or the Building Occupancy Code is changed to "999" the "I" record is automatically deleted or changed to an "N" record. "I" records are also automatically deleted or changed to an "N" record when either a "U" or "F" record is entered for the building.

Building records having “998” occupancy code will generate an “I” record. These buildings may or may not have insurable contents. If an “I” record has been generated by the system and you are notified that the building does not have insurable contents, you must remove the “I” record from STAMPS by entering a “U” record for the building. This “U” record is referred to as a “dummy” content record. When entering the “U” record (“dummy” record) be sure to use ORM Location code “0000” and one square foot in the “Total SQ Ft” field.

“F” RECORD

"F" records cannot be deleted by use of the delete field on the Maintain Contents screen. When a building record is changed to reflect the Building Occupancy Code "999" or "998" the "F" record will be automatically deleted and/or changed to an "N" record. "F" records are also automatically deleted when the REELS Lease Agency Record is inactivated/deleted by Facility Planning and Control.

“U” RECORD

Verify that the record should be deleted. If the state agency indicates any values should remain in any of the content categories, the record should not be deleted (it should be changed).

Type in the Building ID Number and ORM Location Code of the record to be deleted. Press the Enter key.

The screen should now reflect the data on file for the aforementioned building and location code.

Tab down to the field titled DELETE CONTENTS (Y/N): and type a "Y". Press the enter key. The computer will ask you to verify the deletion. Once a record has been deleted, you can not restore the data unless you manually re-enter the record.

“N” RECORD

Verify that the record should be deleted. If the state agency indicates any values should remain in any of the content categories, the record should not be deleted (it should be changed).

Type in the Building ID Number and ORM Location Code of the record to be deleted. Press the Enter key.

The screen should now reflect the data on file for the aforementioned building and location code.

Tab down to the field titled DELETE CONTENTS (Y/N): and type in a "Y". Press the Enter key. The computer will ask you to verify the deletion. Once a record has been deleted, you can not restore the data unless you manually re-enter the record.

CONTENTS LIST

Utilize this screen to display a list of content records for a specified building and/or location code.

AM88MC20 CONTENTS LIST

5/08/97 14:52

BUILDING ID: ORM LOCATION CODE:

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SEL BLDG ID BUILDING NAME/ BUILDING ADDRESS/

OR CITY PARISH AGENCY NAME

LOCA CODE

COMMAND ===>

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

Type desired building identification number (in BUILDING ID field) and/or ORM Location code (in ORM LOCATION CODE field) on top portion of screen and press the enter key.

The various records which fall into the selected parameters should now be reflected on the screen.

Type a slash (/) next to the record you wish to view in more detail and press the enter key. Detail information should now be reflected on the screen.

MOVE CONTENTS

This screen allows you to change the location code and building ID number of an individual “I”, “U” or “N” content record. You will not be able to move the calculated fields reflected on “F” content records by utilization of this screen. The calculated fields of “F” records must be changed through the REELS system.

AM88MC30 MOVE CONTENTS

8/14/00 09:16

MOVE CONTENTS OF BLDG ID/ORM LOCA CODE: /

BLDG NAME:

AGENCY NAME:

TO BLDG ID/ORM LOCA CODE: /

BLDG NAME:

AGENCY NAME:

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REASON FOR CHANGE:

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COMMAND ===>

F1=HELP F3=EXIT F4=PROMPT

Type in applicable building ID number and/or location codes and the reason for making the change. Press the enter key. You should receive a successful update message.

BEHIND THE SCENE ACTION

Location codes are required;

Building number “L00000” is not allowed for either the “from” or “to” field;

If a “to” record already exists . a message should be received advising same. You should be offered an option to confirm whether or not you want to go ahead with the delete actions (see below) to be taken on the “from” record.

Delete Actions

Square foot amounts and calculated values will never be moved from one building to another.

For the content record associated with the “from” building;

If square footage source indicator is equal to “F”;

No processing will be performed. An informational message will be displayed.

If square footage source indicator is equal to “I”:

If “to” record does not exist;

If non-calculated exposure values are greater than zero;

An “N” type “to” contents record will be created.

All non-calculated values will be set to zeros on the “from” content record.

If “to” record does exist;

All non-calculated exposure values will be set to zeros on the “from” content record and no values will be moved.

If square foot source indicator is equal to “U”;

If “to” record does not exist;

If non calculated exposure values are greater than zero

An “N” type “to” content record will be created and “from” record will be deleted

If “to” record does exist;

No values will be moved and “from” record will be deleted.

CHANGE ORM LOCATION CODE

This screen provides the capability to change all records (SLABS/STAMPS/REELS) having the same location code to a different location code.

AM88MC40 CHANGE ORM LOCATION CODE

8/14/00 13:12

CHANGE ALL ORM LOCA CODE: TO ORM LOCA CODE:

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REASON FOR CHANGE:

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COMMAND ===>

F1=HELP F3=EXIT F4=PROMPT

Type in applicable location codes and reason for change. Press the Enter Key. You should receive a message indicating Successful Update .

BEHIND THE SCENE ACTION

The following table describes the action taken by the system when a change is processed on the Change Location Code screen.

“From” Record Type	“To” Record Type	Behind The Scene Action Taken By The System
I	I	Situation can not exist in the system
I	F	Situation can not exist in the system
I	U	Situation can not exist in the system
I	N	The square footage and calculated values will be transferred to the “to” record, causing the “to” record to become an “I” record. Non-calculated exposure values will be handled in accordance with row at the end of this table labeled *NON-CALCULATED.*
F	I	Situation can not exist in the system.
F	F	When the Location code on the REELS lease agency record(s) associated with the “from” record is changed to the “to” loca code, a recalculation will be done on the “to” record. Non-calculated exposure values will be handled in accordance with row at the end of this table labeled *NON-CALCULATED.*
F	U	The location code will be deleted from the REELS lease agency record that created the “from” record and a notification will appear on the Workload Screen. (This is to allow you to decide if you want to retain the existing calculated fields on the “U” record or manually change the “U” record to an “N” record so that the REELS Lease Agency Record can initiated the calculated fields upon your manually entering a location code back into the lease record). Non-calculated exposure values will be handled in accordance with row at the end of this table labeled *NON-CALCULATED.*

“From” Record Type	“To” Record Type	Behind The Scene Action Taken By The System
F	N	The location code on the REELS Lease Agency Record which created the “from” record will be changed to the “to” location code which in turn will cause the “N/to” record to change to an “F” record. Square footage and calculated values on the “from” record should be transferred to the “to” record. Non-calculated exposure values will be handled in accordance with row at the end of this table labeled *NON-CALCULATED.*
U	I	Situation can not exist in the system.
U	F	The square footage and calculated values on the “from” record will be transferred to the “to” record, thereby changing the “to” record to a “U” record. The location code will be deleted from the REELS Lease Agency Record that created the “to” record and a notification will be issued. (This will allow you to decide if you want to retain the existing calculated fields on the record or manually change the “U” record to an “N” record, which allows the REEL Lease agency Record to initiate the calculated fields upon manually entering a location code back into the lease record). Non-calculated exposure values will be handled in accordance with row at the end of this table labeled *NON-CALCULATED.*
U	U	Square footage and calculated values on the “to” record will remain the same. Non-calculated exposure values will be handled in accordance with row at the end of this table labeled *NON-CALCULATED.*
U	N	Square footage and calculated values on the “from” record will be transferred to the “to” record, thereby changing the “to” record to a “U” record. Non-calculated exposure values will be handled in accordance with row at the end of this table labeled *NON-CALCULATED.*
N	*I,F,U,N*	The square footage and calculated values on the “to” record will remain the same. Non-calculated exposure values will be handled in accordance with row at the end of this table labeled *NON-CALCULATED.*
*NON-CALCULATED FIELDS:*		The individual non-calculated fields on the “from” record will be compared to the individual non-calculated fields on the “to” record. If the individual non-calculated field on the “from” record contains a value and the same non-calculated field on the “to” record is blank, the value on the “from” record will be transferred to the “to” record. If the individual non-calculated field on both the “from” and “to” record contain values, there will be no change on the “to” record field. If the individual non-calculated field on the “from” record does not contain a value and the same individual record on the “to” record does reflect a value, the individual value on the “to” record will remain the same. When all is done, the “from” record will no longer exist.

MAINTAIN ACCESS I.D.

The purpose of this screen is to provide security and to control who has access to the various screens/features of STAMPS.

AM88MC70 MAINTAIN ACCESS ID FOR CONTENTS CURRENT PAGE: 1

9/01/00 09:44

CONTENTS

M I M C R C A A O

ACCESS N N O H P S C G C

ID GROUP T Q V G T I C Y C

0001 SLO Y Y

0002 OSRAP Y Y

0003 ORMLP Y Y

0004 INQ Y Y

0005 ORMUWMST Y Y Y Y Y Y Y Y Y

0006 ORMUW Y Y

0007 REELSMST Y Y

0008 UNASSGND

0009 UNASSGND

0010 UNASSGND

COMMAND ===>

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

Determine which features a particular user identification group (column named ID) needs to access. Type a “Y” in the column you want the user group (see ID column) to access. Remember when a user identification group is given access to a particular screen, the entire group will be able to do everything the screen allows.

Definitions of the contents access columns are indicated below:

MNT		Maintain Contents Screen
INQ		Contents List Screen
MOV		Move Contents Screen
CHG		Change ORM Location Code Screen
RPT		Stamps Report Menu Screen
CSI		Corporate Systems Load Screen
ACC		Maintain Access I.D. for Contents Screen
AGY		Agency Update Screen
OCC		Maintain Occupancy Codes for Contents Screen

MAINTAIN OCCUPANCY CODES

The purpose of this screen is to maintain the factors/values (per square foot) used to calculate the General Contents/General Contents-Flood exposure values.

AM88MC90 MAINTAIN OCCUPANCY CODES FOR CONTENTS PAGE 01 OF 08

9/01/01 NEXT PAGE:

ENTER OCCUPANCY CODE TO SEARCH FOR: FACTOR: CURRENT: 25.00 NEW:

OCCUP VALUE/SQ FT OCCUP VALUE/SQ FT

CODE BUILDING TYPE BEFORE AFTER CODE BUILDING TYPE BEFORE AFTER

UNASSIGNED 0.00 310 CITY CLUB 44.35 55.44

001 SINGLE FAMILY RES 3.99 4.99 311 CLUBHOUSE 7.14 8.93

003 TOWN HOUSE END UN 3.27 4.09 314 COUNTRY CLUB 11.85 14.81

004 TOWN HOUSE, INSIDE 3.27 4.09 315 CREAMERY 25.49 31.86

005 DUPLEX 8.68 10.85 316 DAIRY 11.38 14.23

300 APARTMENT HI RISE 2.87 3.59 317 DAIRY SALES BLDG 2.81 3.51

301 ARMORY 0.50 .63 318 STORE, DEPT 0.50 .63

302 AUDITORIUM 3.09 3.86 319 STORE, DISCOOUNT 2.10 2.63

303 AUTO SHOWROOM 0.50 .63 320 DISPENSARY 15.12 18.90

304 BANK 0.50 .63 321 DORMITORY 1.71 2.14

305 BARN 2.82 3.53 322 FIRE STATION 36.67 45.84

306 BOWLING ALLEY 3.92 4.90 323 FRATERNAL BLDG 20.17 25.21

309 CHURCH 5.95 6.94 324 FRATERNITY 1.00 1.25

COMMAND =è

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

GENERAL INFORMATION

The Factor:/Current: field is used to determine/add exposure values for contents under $250.00 and can be changed/adjusted when needed. Remember, the same factor is applied to all occupancy codes, you can’t have a different factor for each code.

The Value/SQ FT Before field indicates the rate of value per square foot for the occupancy code before the factor is applied. These rates can be changed as needed.

The Value/SQ FT After field indicates the rate of value per square foot for the occupancy code after the factor has been applied.

CHANGES

VALUE/SQ FT BEFORE FIELD

Enter the number of the occupancy code you want to change in the ENTER OCCUPANCY CODE TO SEARCH FOR field. When the information is reflected on the screen, type the new value over the old one and press the enter key. When making changes remember it will affect the content value calculations for all building which reflect the occupancy code being changed.

FACTOR: FIELD

Type the new factor in the space provided and press the enter key. The Sq Ft After field and General Content calculations will be automatically updated.