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(ICOS) User Manual - Office of Superintendent of Public Instruction

1. 2 2 4 1 1 View Facility Summary Screen OSPI School Facilities amp Organization Blaine School District 18 Inventory and Condition of Schools ICOS User Manual View Site Map LJ To view the site area map click the button A separate Internet explorer window opens with the Facility Site Map If a Site Map has not been uploaded for the Site then a message pops up asking if you wish to upload a Site Map This message will appear each time until a Site Map is uploaded into ICOS Clicking No will close the pop up Clicking Yes will open the Add View Files screen in a separate accordion screen for you to upload the Site Map LI To print the Site Map click on the 3 button on the toolbar To close the Site Map window click on the button in the upper right hand corner to close the window View Facility Notes A To view the Facility Notes that are added and edited by OSPI only click the L Facility Notes button Add View Files Add View Files To add a Facility Summary photo and other documents click on the button Note The system will not allow duplicate file names to be uploaded for a Facility Each file for the Facility must have a unique File Name Add View Files District Blaine School District Facility This section is not associated with a Facility Summar File ICOS Document Site Area ua zii Date Uploaded Approved Section Types Map 2 IA ie Uplo
2. 60 23 BHODOllSue e dee dee des 61 cate Istmo COn Sida 64 2 4 1 AAA c T 64 2 4 2 Contact SC AICI at ST 67 2 4 3 Edit COMA bala lidades 68 2 5 Maps and BOURGANECS metres tetitas 70 OSPI School Facilities amp Organization b Inventory and Condition of Schools ICOS User Manual 1 0 Introduction OSPI School Facilities and Organization supports the State Superintendent in providing School Districts with financial and technical assistance in three primary areas Capital construction facilities maintenance management initiatives and School District organization issues The Inventory and Condition of Schools ICOS is a web based system where the inventory details about the facilities operated by the Districts and the current condition of those facilities are documented and stored This information is used to support the performance based Asset Preservation Program which gauges how well the facilities buildings and sites are maintained as well as meet the increasing demand for accurate school facility inventory and building condition data that supports statewide programs such as the School Construction Assistance Program District facility management and school facility information requests or policy decisions ICOS is a software system that provides inventory and building condition data and reporting capabilities This system benefits the Districts by providing functionality for inventory sys
3. of Public Instruction Home Help Feedback am a My Applications My Profile This section allows you to manage your account ih ormation Print Friendly amp Logout gt What won you Me To doy Click Either Location e View my applications e View my application permissions e Edit my personal information e Change password e Search Education Directory e Search EDS Directory e View Security Managers OSPI School Facilities amp Organization 2 Inventory and Condition of Schools ICOS User Manual L Click on ICOS Home Help Feedback OSP Office of Superintendent dps O m of Public Instruction nf My Applications My Profile Print Friendly i Logout Application List My Applications My Application List Application Roles You have access to the applications listed below Click on the application you want to access Education Directory If you need access to more applications please contact your District Security Manager EDS Directory us Events Manager Click to Enter ICOS System Application gt Security Manager Education Data System E r ICOS You are now in the ICOS system If ICOS is not one of the choices in My Applications List please contact your District Data Security Manager NOTE The screen prints in this manual do not reflect any actual or real data for the Districts displayed The screens and data are used as examples only OSPI School Facilities amp O
4. p Flathead LR Wm Construction Projects July 2010 x X c m J A EE e us gt ES 4 x 3 3 Ocean Park fe q S Po f M t 5 E Seaside f 9 y a N E I Latagicouve esl pendieton a k Bay City Hillsboro AL P Tigard Portland Heppner efit Rock E nda Co ES River of No G McMinnville Wis i Lo i Columbia E t Fossil m quay i Warm JUS 1 n 101 palem Springs LR Platead ANN io msi Warm Springs quer cy P Council E y 3 x f 200 km Newport Corvallis Mill City i i s 5 gt anyon A Waldport 20 Terrebonne E y ty 1 s K LJ Click on the Zoom bar on the left of the screen to focus in on your district LI Click on the Map Layer icon on the tool bar to see other Map Layers imagery Topographic Bing Str LJ Click on the Map Legend icon on the tool bar to view the color definitions for the Map Layers if needed Select the check box for the layers you wish to view on the map OSPI School Facilities amp Organization 70 Inventory and Condition of Schools ICOS User Manual LI Click on the Help icon on the tool bar to get more instructions for the page OSPI School Facilities amp Organization 7 1
5. then the parcel number is removed from the site f you click No then the parcel number is not deleted and remains in the site grid To close click the button or the button on the accordion to close the pop up Parcel and Census Tract screen OSPI School Facilities amp Organization 27 Inventory and Condition of Schools ICOS User Manual View Site Map A To view the site area map click the View Site Map button If a Site Map has been uploaded for the Site then a separate Internet explorer window opens with the Facility Site Map Ifa Site Map has not been uploaded for the Site then a message pops up asking if you wish to upload a Site Map This message will appear each time until a Site Map is uploaded into ICOS Clicking No will close the pop up Clicking Yes will open the Add View Files screen in a separate accordion screen for you to upload the Site Map Q To print the Site Map click on the 3 button on the toolbar To close the Site Map window click on the button in the upper right hand corner to close the window Note The system will not allow duplicate file names to be uploaded for a Facility Site Each file for the Facility Site must have a unique File Name Add Edit Sub Components to Site Components Q For each Site Component complete the following Enter the Unit of Measure this is required if Quantity has a value Enter the Quantity or Estimated Size
6. APS Certification Letter needs to be uploaded Board meeting date when report was presented needs to be entered on the APP Summary Page ICOS Information and User Manuals 2 2 2 1 Information Center Screen View Needed Actions for a District v OSPI Users Click on the desired District in the Tree View in the General tab Blaine School District The first column Facility specifies the facility for which the action is needed The Action Needed column is a short description of the task the user needs to complete The Due Date column is the date in which the Action Needed must be completed The following are the possible Actions Needed that may be displayed and how to accomplish the task 1 APP Board Resolution Document needs to be uploaded The APP Board Resolution document is required to be uploaded within 6 months from the Project Board Acceptance Date v Goto the APP Summary screen Inventory and Condition gt Asset Preservation Program APP and click the Upload APP Board Resolution button to upload the document See Add View File instructions in Section 2 2 11 2 for details to upload 2 APS Certification Letter needs to be uploaded The APS Certification Letter is required to be uploaded within 6 months from the Project Board Acceptance Date a document v Goto the APP Summary screen Inventory and Condition gt Asset Preservation Program APP and click the Upload APS Certification Letter Com
7. Add View Files Add View Files LI To add Site Inventory photo and other documents click the button Note The system will not allow duplicate file names to be uploaded for a Facility Site Each file for the Facility Site must have a unique File Name In the pop up Add View Files window click the L_4dd File button Inthe pop up Select a file to Upload window click the button and select file f you are uploading a file for the Site Inventory Page Photo then the file must have a file type of gif jpeg jpg or png If the file is not intended to be used for the Summary Photo then any file type is allowed Inthe Select a file to Upload window select a Document Type from the drop down list If the file is intended to be the Site Inventory Page Photo then it is required that the document type be Photo If it is not the Summary page photo then Other or one of the other choices can be chosen Click in the Select a file to Upload window Inthe Add View Files window the file is displayed If the file is intended to be the Site Inventory Page Photo then it is required for you to click the Summary OSPI School Facilities amp Organization 29 Inventory and Condition of Schools ICOS User Manual Page Photo check box in order to have the photo display in the Facility Summary Screen Click swe A saved confirmation message appears click OK LI To delete
8. LI To open the Site Condition Summary screen click directly on Site under the Condition folder for the Facility If you do not see Site you may need to click on the small gray expander triangle next to the Facility to expand the tree to display Inventory and Condition folders Then click on the gray expander triangle next to Condition to display Site and Building Inventory and Condition of Schools System Blaine School District General Information Center x Blaine Elementary School Site Condition Site Condition Summary Edit 4 Blaine School District 4 Blaine Elementary School Site Sub Assemblies Available for Rating Site Condition 4 Inventory Site Click on one of the buttons below to edit or add a rating Budding Liquid and Gas Electrical Site Site Site Utilities Improvements Communications Rating Not Rating Not Rating Not Started Started Started 4 Condition Site Building Blaine High School Sub Assembly rating is complete Blaine Primary School x Sub Assembly rating is not complete Sub Assembly rating has not been started Blaine Elementary School Point Roberts Primary Site Combined Condition Rating Site Ratings Not Completed Add View Files 2 2 7 1 1 Site Condition Summary Screen OSPI School Facilities amp Organization 42 Inventory and Condition of Schools ICOS User Manual Add View Files A To add Site Condition documents click the L44Mew f button Not
9. Shared Facilities _ Check this box if the site is shared with other facilities South Blaine Edit the Components related to your site Athletic Recreational and Playfields Quantity or Estimated Size Areas Unit of Measure Zal No Sub Components have been added to the Site Component Edit Sub Components Landscaping Unit of Measure Sa Quantity or Estimated Size No Sub Components have been added to the Site Component Edit Sub Components Parking Lots Unit of Measure LJ Quantity or Estimated Size No Sub Components have been added to the Site Component Edit Sub Components Add View Files 2 2 5 1 1 Add Edit Site Inventory Screen LJ Enter the total acreage for the Site in the Total Site Acreage field Numbers only LI Select the Is this site shared with other facilities check box if the site acreage is used by another facility Leave unchecked if site is not shared LI If the Site is shared with another Facility a box will appear with an Add and Delete button Click the 4 4 button to add a shared facility OSPI School Facilities amp Organization 25 Inventory and Condition of Schools ICOS User Manual Enter in either two or three letters Facility Name or numbers School Code of the Shared Facility you wish to find Select Shared Facility Shared Facility bl al 2891 Blair Elementary School
10. Washington Sustainable Schools Protocol WSSP or LEED APP Board Acceptance Date for Building M d yyywy 2 2 6 2 4 Building Characteristics Screen OSPI School Facilities amp Organization 33 Inventory and Condition of Schools ICOS User Manual Enter a Yes or No for the Historic Status fields Historic Status Mot Applicable Locally Designated State Designated Mationally Designated Additional Building Characteristics Comments 2 2 6 2 5 Building Characteristics Screen Enter any additional comments or notes in the Additional Building Characteristics Comments field To save the changes click the button or on the button in the upper right hand corner and the changes are saved and the pop up window closes A Click the button if it is a new building Q Enter the Year Built for the Building must be a date in the past This field is required LJ Enter the District Assigned Area if applicable LI Select the District Assigned Area Use s from the drop down box Select all that apply D D O D DO O for that area of the building This field is a required Enter the Gross Building Sq Ft for the area This field is required Note Gross Building Sq Ft is the entire building s area of all floors regardless of use instructional or otherwise Enter the Gross Instructional Sq Ft OSPI can only edit this field SCAP Recognized Sq Ft Enter the Area Original Occupancy Date f
11. the report in the format chosen OSPI School Facilities amp Organization 63 Inventory and Condition of Schools ICOS User Manual Refresh Rerun Report LJ Torefresh or rerun the same report click the Refresh button Id 34 ofi Pp P Whole Page Y Find Next Select a format ha Export O i 3 Print Report AU To print the report click the small printer icon Id 3 ofi b PI Whole Page Y Find Next Select a format ka Export 2j 2 4 District Contacts 2 4 1 Create Contact O Click the L reate New Contact button LJ In the Add Person pop up window type the First Name and Last Name of the new contact in their respective fields lf there is already a contact with that name in the system the records will appear in the grid below the name fields Add Person First Name Last Name A person with this name already exists Do one of the following Select a person from the grid below and click Edit to change view their contact information Click the Add button to create a new contact record for this person District Facility Contact Type First Name Last Name Blaine School District Business Manager Bugs Bunny 2 4 1 1 Add Contact Search Screen lf the person s listed is not the same person you are creating then click to create a new contact record f your contact is listed then click that contact row in the grid and click to edit the contact data Go to Section 2 4 3 f you decide not to edi
12. this is required if the Unit of Measure has a value selected Edit Sub Click on the button to add a pre assigned sub component to the Site Component Enter the Unit of Measure this is required if Quantity or Estimated Size has a value Enter the Quantity or Estimated Size this is required if Unit of Measure has a value selected Click the 4 4 button to add an additional Sub Component C add Jo elete Edit Sub Components ntity Sub Component Unit of Measure mun il Estimated 5ize Save Close Q Repeat the above steps for each Site Component OSPI School Facilities amp Organization 28 Inventory and Condition of Schools ICOS User Manual LJ To delete a sub component row select the sub component by clicking on the Quantity field for the sub component and then click the button A Delete confirmation message pops up asking if you are sure you want to delete the sub component row f you click Yes then the row is removed from the sub component list If you click No then the row is not removed and remains in the sub component list LI To save the Site Inventory information click the button in the Site Inventory screen If any of the required fields are blank a pop up message will display telling you which fields need to be entered To close the Site Inventory screen click the button or the button on the accordion to close the Site Inventory screen
13. 15 Inventory and Condition of Schools ICOS User Manual Add View Files Add View Files LI To add a District Summary photo and other documents click on the L button Note The system will not allow duplicate file names to be uploaded for a District Each file for the District must have a unique File Name Hint If you must upload the same document for multiple buildings or facilities create as many copies of the file as needed but with different file names Add View Files District Blaine School District Facility This section is not associated with a Facility Summar r File ICOS Document Site Area c Date Uploaded Approved i Section Types Map Pi Lt BALL Uploaded By 4 District Logo Photo peg District Summary Photo Fi Jpeg 08 16 2011 Mary Loya Add File 2 2 3 1 2 Add View Files Example A In the pop up Add View Files window click the dd File button Inthe pop up Select a file to Upload window click the button and select file f you are uploading a file for the District Summary Page Photo then the file must have a file type of gif jpeg jpg or png If the file is not intended to be used for the Summary Photo then any file type is allowed Inthe Select a file to Upload window select a Document Type from the drop down list If the file is intended to be the District Summary Page Photo then it is required that the document type be Photo If itis not the
14. Inventory and Condition of Schools ICOS User Manual 2 3 Reports LI The ICOS reports are created to display data regarding District Facility and Building inventory and condition School Construction Assistance Program Sub Assembly Component totals Washington Sustainable Schools Protocol Energy Management and other lookup data LI The first screen displayed in the Reports section is the User Selection screen where the user selects the report to view Office of Superintendent af Public instruction Inventory and Condition of Schools System Please select your search criteria then click Run Report Choose a Report Display ama L Show Legislative Districts Show Congressional Districts Run Report 2 3 1 Report User Selection Screen OSP Office of Superintendent of Publie Instr sctilen Inventory and Condition of Schools System Please select your search criteria then click Run Report choose a Report 22 Display La Show Legislative D E Show Congressiom OSPI School Facilities amp Organization 61 16 2 Sorted by Priority E 16 2 Sorted by County District 1000 Average Cost Per Sq Ft for Construction 1010 Projects with Authorization to Front Fund D10 1 1020 Projects Funded Report 1030 SCAP Eligible Square Footage 1040 Summary of Local and State Contributions to School Construction Projects 1050 Projects Bid Report 1060 Total School Constructio
15. LI Select the School Construction Assistance Program project from the Choose a Project drop down menu LJ Check the box if the annual report data is less than the total SCAP Recognized Sq Ft for the facility Q Enter the total square feet for the WSSP area in the Enter the WSSP Area in Sq Ft field Q Type in a description of the significant differences between the WSSP area and the whole facility energy characteristics if you are reporting on the whole facility area instead of only the WSSP area Q Enter in the Number of Months the Facility is used per School Year LJ Check the box if the Facility is normally open on weekends LJ Enter the Average Weekly Hours the Facility has school activities for the month range September through June July through August LJ Enter the Average Weekly Hours the Facility has community activities for the month range September through June July through August LJ Energy and Water Performance Enter the Energy Efficiency Goal percentage Enter the Water Efficiency Goal percentage Q Energy Use Characteristics Enter the percentage of the Facility that is heated in the Total Space Heated field Enter the percentage of the Facility that has air conditioning in the Total Space Cooled field Select the type of cooking there is on site from the Type of Cooking On Site drop down menu Enter the number of computers in the of Compu
16. Medical Lake SD 4205 Black Lake Elementary Tumwater SD 4500 A G West Black Hills High School Tumwater SD District 2713 Blaine Elementary School Blaine SD 3136 Blaine High School Blaine SD 3796 Blaine Middle School Blaine SD 4476 Blaine Primary School Blaine SD 8029 Bishop Blanchet High School Seattle Public Schools 1949 Blaine at Timber Ridge Blaine SD Cancel 2 2 5 1 2 Share Facility Search Example Choose a Facility from the drop down search result or enter another search criteria Click s4 to add the facility to the Shared Facility grid Repeat above steps to add another Facility if needed Click on the button to add the Shared Facility to the Site Inventory screen To delete a selected Shared Facility click on the Facility Name in the Site Inventory grid Shared Facilities Check this box if the site is shared with other facilities Add 3136 Blaine High School Blaine SD e Click the button A delete confirmation message pops up asking if you are sure you want to delete the shared facility from the Site l you click Yes then the share facility is removed from the shared facility grid f you click No then the shared facilty is not deleted and remains in the shared facility grid a ciel sve OSPI School Facilities amp Organization 26 Inventory and Condition of Schools ICOS User Manual Add View Parcel a
17. Rating Not Completed District Grand Total 18 000 Rating Not Completed School Facilities and Organization Page lofi 2 3 4 Report Sample Screen OSPI School Facilities amp Organization 62 Inventory and Condition of Schools ICOS User Manual Navigate Report Pages Q The toolbar in the Report Viewer has four buttons go to first page go back one page go forward one page go to last page ofi P d Resize Report Viewer LJ The page size drop down list allows the user to resize the view of the report ofi P d Find LI To find a specific word or number type the search criteria into the Find window Find Next Q Click Find Q To find the next occurance of the search click Next Download Export Report LJ To download the report click in the Select a Format drop down list and select the file format you wish to export the data i e Microsoft Word Excel Comma Delimited LI After selecting a print format click the Export button ofi le Whole Page i Find Next Select a format uu Ed S amp S Ea Select a format c XML file with report data STATE OF WAS comma delimited Pr PDF SUPERINTENDENT OF P MHTML web archive Excel BLAINE SCHOOL DI TIFF file Word A In the File Download pop up box it asks if you wish to save or open the file If you click Open then the report will open in the format chosen If you click Save the Save As window will appear for you to select the location to save
18. Select a file to Upload window OSPI School Facilities amp Organization 47 Inventory and Condition of Schools ICOS User Manual Inthe Add View Files window the file is displayed Click Lsve Q To delete a file right click on the file to delete A delete confirmation message pops up asking if you are sure you want to delete the file If you click Yes then the file is removed from the Building Condition f you click No then the file is not deleted and remains in the Building Condition list To close the Add View Files window click the button 2 2 8 2 Edit Building Condition The Edit Building Condition screen is where the Sub Assembly components are rated Once all of the components for all Sub Assemblies for the Facility are rated then the Building Combined Condition Rating appears in the Building Condition Summary Inventory and Condition of Schools System Blaine School District General Information Center Blaine Elementary School Building Condition Building Condition Summary Edit Add Building 4 Blaine School District 4 Blaine Elementary School Disctrict Assigned Building Name or ID Main Building 4 Inventory cite Building Sub Assemblies Available for Rating I Building Click one of the buttons below to add or edit a rating 4 Condition Exterior Water and Gas Exterior Vertical Interior PR Superstructure Horizontal Foundations Mitigation R
19. a file right click on the file to delete A delete confirmation message pops up asking if you are sure you want to delete the file If you click Yes then the file is removed from the Site If you click No then the file is not deleted and remains in the Site list To close the Add View Files window click button Note If you uploaded a Site Inventory Photo then you must first close the Site Inventory screen and then reopen in order to view the newly uploaded photo OSPI School Facilities amp Organization 30 Inventory and Condition of Schools ICOS User Manual 2 2 6 Building Inventory Information 2 2 6 1 View Building Inventory Summary LI To add Building Inventory information click directly on Building to open the Building Inventory screen If you do not see Building you may need to click on the small gray expander triangle next to the Facility to expand the tree to display Inventory and Condition folders Then click on the gray expander triangle next to Inventory to display Site and Building A If no buildings have been created in ICOS for the Facility then the Building Inventory Summary will not display any buildings You must first add a new building to add the inventory information See below Section 2 2 6 2 to Add Building Inventory and Condition of Schools System Blaine School District General Information Center x Blaine Elementary School Building Inventory Building Inventor
20. are participants in the Asset Preservation Program NOTE In order for the Facility and Building to appear in the APP screen they must be approved in the system by your OSPI Hegional Coordinator RC Please contact your RC if you have any questions Inventory and Condition of Schools System Blaine School District Blaine School District Asset Preservation Program APP Blaine School District Reporting Year 2011 2012 District APS Board Meeting Buildir Board Assigned Bo A Certification Date When Building Letter Report Was Name or ID So Comins Completed Presented Year Facility Name Blaine Elementary Main Building 8 5 2011 E School Blaine NN 2 Elementary Gym lt M d yyyy gt E School Upload APP Board Upload 6 Year Upload APS NEN Resolution Certification Letter Certification Letter Close X La EL n q r m L n D L aL E a n m gt L u u y L a m u x E H En a o a E u ui 2 2 11 1 Asset Preservation Program Screen 2 2 11 1 Edit Add APP Data LI To view the APP Summary information for a District Enter in the Board Meeting Date When Report Was Presented LJ To save the data click the button To close the APP Summary screen click on the button OSPI School Facilities amp Organization 54 Inventory and Condition of Schools ICOS User Manual 2 2 11 2 Upload APP Files LI Include the name of the Facility and Building i
21. fails most code and functional requirements requires constant attention renovation or replacement Major Corrective repair or overhaul required Non operational or significantly substandard performance Replacement required to Unsatisfactory 2 2 8 2 2 Add Component Rating Screen The Rate screen pops up with five rating levels Click on one ratings for the Component If the chosen rating is Poor or Unsatisfactory a pop up message will appear saying that at least one Deficiency and one Cause must be chosen and the OSPI School Facilities amp Organization 49 Inventory and Condition of Schools ICOS User Manual button will turn red Once the Deficiencies and Causes have been chosen the button will turn green add Deficiencies amp Causes Click o If you want to close the pop up screen click on the button in the upper right hand corner of the pop up screen Once a component has been rated the Rate button turns green U To Add Deficiencies and Causes to a Component click the 59d Deficencies amp Causes button Deficiencies and Causes Choose Deficiencies and Causes for Standard Foundation Select all that apply Deficiencies L Attachment Code Violations Defective Materials _ Insulation Not Operational d Original Construction D Physical Damage Roof Debris Settlement Sub base failure Surface Water Causes Inadequate FiGw A Moisture Penetration 2
22. of Public Instruction S gt Home Help Feedback Print Friendly d Logout Inventory and Condition of Schools System Blaine School District Welcome to the Inventory and Condition of Schools ICOS System Privacy Policy Disclaimer gt Customer Support 1 800 725 4311 Copyright 2004 2010 2 1 1 ICOS Home Screen From this welcome screen the user can go to various pages by clicking on the desired navigation button on the tool bar OSPI School Facilities amp Organization O Inventory and Condition of Schools ICOS User Manual 2 2 Inventory and Condition Inventory and Condition is the main location to find the site and building inventory and condition screens and the other related screens When the Inventory and Condition button is clicked a sub menu appears below with the following available screens e District Summary e FEMA Pre Disaster Mitigation e Asset Preservation Program APP e Washington Sustainable Schools Protocol WSSP Each of these screens are described in the following sections 2 2 1 Tree View Pane and Viewer Screen All of the screens in the Inventory and Condition section have a Tree View pane where the screen navigation occurs The Viewer Screen is where the information appears after the user clicks on a choice in the Tree View OSP Office of Superintendent DS GDS O A I Ir of Public Instruction las Help Feedback f Home Reports District Contacts Maps and Boundaries FEMA Pre Disaster
23. save To close the Edit Building screen click the button in the Add Building screen or the button on the accordion to close the Add Facility screen Upload Building Area Analysis In the pop up Add View Files window click the Add To upload the Building Area Analysis click the Lra nalvsis button The Add View Upload Building Files window opens Include the name of the building in the original file name to distinguish the different Building Area Analysis for the Facility i e Building Area Analysis Main Building The system will not allow duplicate file names to be uploaded Each file for the Facility must have a unique File Name File button Inthe pop up Select a file to Upload window click the button and select file Inthe Select a file to Upload window select a Document Type Building Area Analysis Click in the Select a file to Upload window Inthe Add View Files window the file is displayed Click Swe OSPI School Facilities amp Organization 40 Inventory and Condition of Schools ICOS User Manual LY To delete a file right click on the file to delete A delete confirmation message pops up asking if you are sure you want to delete the file If you click Yes then the file is removed from the Building Jf you click No then the file is not deleted and remains in the Building list To close the Add View File
24. screen Q Make changes as needed LI To save click the button LI To close the Pre Disaster Mitigation screen click the button 2 2 10 4 Add View Files LJ To add Pre Disaster Mitigation documents click the button Note The system will not allow duplicate file names to be uploaded for the FEMA Pre Disaster Mitigation section Each file for the section must have a unique File Name A In the pop up Add View Files window click the button Inthe pop up Select a file to Upload window click the button and select file Inthe Select a file to Upload window select a Document Type from the drop down list Other will probably be the choice for this section Click in the Select a file to Upload window Inthe Add View Files window the file is displayed Click Lee LI To delete a file right click on the file to delete OSPI School Facilities amp Organization 53 Inventory and Condition of Schools ICOS User Manual A delete confirmation message pops up asking if you are sure you want to delete the file If you click Yes then the file is removed from the Building PDM list l you click No then the file is not deleted and remains in the Building PDM list To close the Add View Files window click the button 2 2 11 Asset Preservation Program APP Information The Asset Preservation Program screen is used for District who have Facility Buildings that
25. Add Building screen or the button on the accordion to close the Add Facility screen Note The system will not allow duplicate file names to be uploaded for a Facility Each file for the Facility must have a unique File Name 2 2 6 3 Edit Building Inventory Q To view Buildings in a Facility click directly on Building to open the Building Inventory Summary screen If you do not see any Buildings listed then you may need to click on the small gray expander triangle next to the Facility to expand the tree to display Inventory and Condition folders Then click on the gray expander triangle next to Inventory to display Site and Building Inventory and Condition of Schools System Blaine School District General Information Center x Blaine Elementary School Building Inventory Building Inventory Summary Edit Add Building Blaine School District 4 Blaine Elementary School pall SHEL 4 Inventory District Al District Gross Gross SCAP Building Building Name Building Instructional Recognized Rati Rating Sq Ft SqFt Completed Required Site Building Inventory Building Condition Blaine High School Blaine Primary School Point Roberts Primary e Elementary School 2 2 6 3 1 Building Inventory Summary Screen A If no buildings have been created in ICOS for the Facility then the Building Inventory Summary will not display any buildings You must first add a new building to add the inventory informa
26. Mitigation Asset Preservation Program APP Washington Sustainable Schools Protocol WSSP Print Friendly amp Logout gt Inventory and Condition of Schools System Blaine School District Viewer Screen General Information Center 4 Blaine School District Blaine Elementary School Tree View Blaine High School Blaine Middle School Blaine Primary School Point Roberts Primary School 2 2 1 1 Tree View and Viewer Screen OSPI School Facilities amp Organization 6 Inventory and Condition of Schools ICOS User Manual Navigating the Tree View The left hand tree view panel displays two tabbed screens The General tab displays all of the Facilities within the School District If the user single clicks on a Facility Name the Facility Summary page for that facility will be displayed If the user single clicks on the right pointing expander triangle next to a Facility all of the Facility options in the hierarchy will be expanded fully to view Inventory Condition Site and Building Once expanded the user can then single click on the downward pointed triangle symbol 4 to collapse the list The tree view is organized hierarchically with the District and its related Facilities listed alphabetically The hierarchy is depicted below District level 1 Facility level 2 6 Inventory level 3 Site level 4 Building level 4 Condition level 3 Site level 4 Building level 4 Inve
27. Openings in Wall Other _ Sagging Settlement Surface Deterioration Temperature Changes Ventilation Additional Comments Location Comments Deficiency Comments Corrective Actions 2 2 8 2 3 Add Deficiencies and Causes Screen UA To Add Deficiencies and Causes to a Component click the 244 Deficencies amp Causes button oelect the related Deficiences for the component rating oelect the related Causes for the component rating Optional Enter Additional Comments Optional Enter Location Comments Optional Enter Defeiciency Comments Optional Enter Corrective Actions Click the or the in the upper right hand corner of the screen OSPI School Facilities amp Organization 50 Inventory and Condition of Schools ICOS User Manual LJ Repeat the above steps for all Components for all Sub Assemblies LJ To save the Building Condition information click the button in the Edit Building Condition sceen If any of the above required fields are blank a pop up message will display telling you which fields need to be entered To close the Building Condition screen click the button in the Edit Building Condition screen or the button on the accordion 2 2 9 Energy Management Information The Energy Management screen is used to document the yearly Facility energy benchmark scores This screen has not been developed yet OSPI School Facilities amp Organization 51 Inventory and Condition of
28. PI School Facilities amp Organization 13 Inventory and Condition of Schools ICOS User Manual 8 XXX XXX Building Conditions have been successfully rated This is a count of how many buildings have completed their condition ratings out of the total number of buildings in the Facility It is required that all components for all sub assemblies for all buildings in the facility be rated every year a Goto the Facility Building Condition screen Inventory and Condition gt Facility gt Condition Building and complete the rating for all components for each sub assembly for each building See Building Condition instructions in Section 2 2 8 2 for details 9 Site Condition rating has not been completed It is required that all components for all sub assemblies for the facility site be rated every year a Goto the Facility Building Condition screen Inventory and Condition gt Facility gt Condition gt Site and complete the rating for all components for each sub assembly See Site Condition instructions in Section 2 2 7 2 for details OSPI School Facilities amp Organization 14 Inventory and Condition of Schools ICOS User Manual 2 2 3 District Summary 2 2 3 1 View District Summary In the tree view on the left hand side of the screen click directly on the name of the District to open the District Summary screen The District Summary page is the first page that displays when a District is clicked It displays speci
29. Schools ICOS User Manual 2 2 10 FEMA Pre Disaster Mitigation Information The FEMA Pre Disaster Mitigation screen is where the Facility documents each of its building s pre disaster mitigation data Inventory and Condition of Schools System Blaine School District x Blaine Elementary School FEMA Pre Disaster Mitigation 4 Blaine School District 5 m Blaine Elementary School Select Building sin Bulking Blaine High School Blaine Primary School Earthquake Building Type Point Roberts Primary Earthquake Design Level Earthquake Foundation Type Landslide Susceptibility hi Flood Building Type z Flood Design Level hj Flood Protection Return Period yrs hi Flood Foundation Type 7 Flood First Floor Height ft Water Table Depth meters Backup Power hi Facility Class hj Kitchen in Building Shelter Capacity of Beds 0 Add View Files Save Close a 5 m m E L u t m ERN a l F a dq LLI IL l D a E o ui t m ru E a E y Ww a E m 2 2 10 1 FEMA Pre Disaster Mitigation Screen 2 2 10 1 Add Pre Disaster Mitigation Data LI Select a Facility from the left hand tree view Q Select a Building from the drop down menu in the main screen Select an Earthquake Building Type from the drop down menu Select an Earthquake Design Level from the drop down menu Select an Earthquake Foundation Type from the drop down menu Select the Building Land
30. Summary page photo then Other or one of the other choices can be chosen Click in the Select a file to Upload window Inthe Add View Files window the file is displayed If the file is intended to be the District Summary Page Photo then it is required for you to click the Summary Page Photo check box Screen Click Sw After receiving the Saved Confirmation pop up message click in the Add View Files window in order to have the photo display in the District Summary OSPI School Facilities amp Organization 16 Inventory and Condition of Schools ICOS User Manual LI To delete a file right click on the file to delete A delete confirmation message pops up asking if you are sure you want to delete the file e If you click Yes then the file is removed from the District e f you click No then the file is not deleted and remains in the District list To close the Add View Files window click button Note If you uploaded a District Summary Photo then you must first close the District Summary screen and then reopen in order to view the newly uploaded photo 2 2 3 2 Add Facility to the District LI To add a new Facility to a District open the District Summary screen for the District you want to add a new Facility and click the Add Facility tab LI Type the new facility name into the Facility Name field This field is required LI Select a Facility Site Pro
31. Washington State Office of Superintendent of Public Instruction Inventory and Condition of Schools ICOS User Manual Author Mary Freitas Version 1 0 Date April 9 2012 Inventory and Condition of Schools ICOS User Manual Table of Contents 1 0 INTOQUCHON o Penn Tt ACCESSING IC OS X A oo jo MINTO ED RR RERO 2 0 Inventory and Condition Of Schools ICOS 2 1 ONG gegaan totem eene eluted du uuueE dou eiu c c M Uc e UL a 2 2 Inventory and Gondor ple 2 2 1 Tree View Pane and Viewer Screen ccoccccoccconcncccnccncncnanonacononnnnnonos ace J tormalon CENE sunt saeemskse pues pute AT PER RE QRrR Mz Ue PD IE epQURA 229 DI rale SUI LARES 2 2 3 1 VIeW DISITICE O mar cios 2 2 3 2 Add Facility tothe Distant caidas 2 2 4 Facility InformatiON ccoocccncccocicocinonccnnonononanonanonanonanoncnnnnnnnnnnnnnnos 2 2 4 1 View Facility Summary eeeesssssesseeeeeeene nnne 2 2 4 2 Ed Racial dada 2 2 5 Site Inventory Information ccococccocncconnoconononnnnnnncannnnanonanonnaninons 2 2 5 1 View and Edit Site Inventory oooccccccononncnncccnoncnnncnnnancnnnonnnancnnononnns 2 2 6 Building Inventory INTOMMALION sica il 2 2 6 1 View Building Inventory Summary ooccccccccocccnnccnnnncnnncnnnancnnncnnonnnnnonnnnns 2 2 6 2 Add Building to the Facility ooccoccoconnconcconnooncnnnonnnanennnnonanncnnononnns 2 2 6 3 Edit Buildi
32. aded By 4 District Logo Photo jpeg District Summary Photo Fj peg 08 16 2011 Mary Loya Add File 2 2 4 1 2 Add View Files Example In the pop up Add View Files window click the L_Add File button Inthe pop up Select a file to Upload window click the button and select file OSPI School Facilities amp Organization 19 Inventory and Condition of Schools ICOS User Manual f you are uploading a file for the Facility Summary Page Photo then the file must have a file type of gif jpeg jpg or png If the file is not intended to be used for the Summary Photo then any file type is allowed Inthe Select a file to Upload window select a Document Type from the drop down list If the file is intended to be the Facility Summary Page Photo then it is required that the document type be Photo If it is not the Summary page photo then Other or one of the other choices can be chosen Click in the Select a file to Upload window Inthe Add View Files window the file is displayed If the file is intended to be the Facility Summary Page Photo then it is required for you to click the Summary Page Photo check box in order to have the photo display in the Facility Summary Screen Click e After receiving the Saved Confirmation pop up message Q To delete a file right click on the file to delete A delete confirmation message pops up asking if you are sure you wa
33. ating Not p Enclosures 90 00 Good Rating Not miis Rating Not Ratina Not Rating Not Started Started 3 Started Started Site Building Blaine High School Blaine Primary School Blaine Elementary School Building Condition X Point Roberts Primary Interior Finishes Plumbing HVAC Fire Protection Electrical Communications Rating Not Rating Not Rating Not Rating Not Rating Not Rating Not Started Started Started Started Started Started Electronic Safety Integrated and Security Automation Rating Not Rating Not Started Started Furnishings Rating Not Started Sub Assembly rating is complete Check if There is No Change to zc thi Sub Assembly rating is not complete This Sub Assembly Score Sub Assembly rating has not been started Building Sub Assembly Foundations y 2 Year Component Name Unit of Installed Measure isis Standard Foundation lineal feet v 2006 Irate Add Deficiencies amp Causes Save Close 2 2 8 2 1 Edit Building Condition Screen LI Click on the Edit Site Condition screen is where the Sub Assembly components are rated Once all of the components for all Sub Assemblies for the Facility are rated then the Site Combined Condition Rating appears in the Site Condition Summary LJ There are two ways to navigate to the Edit Site Condition screen OSPI School Facilities amp Organization 48 Inventory and Co
34. chool District in which the user chose at the Login screen The navigation tool bar has the following buttons which are discussed in detail in the next section Home ICOS Home page the first screen viewed when entering the ICOS system Inventory and Condition Contains the screens to enter data about Facility Site and Building Inventory and Condition ratings Energy Management FEMA pre disaster mitigation Asset Preservation Program APP and Washington Sustainable Schools Protocol WSSP Reports The page to select and run reports based on various user selected criteria District Contacts The page used to enter and view district contacts Maps and Boundaries The page displays the GIS based interactive map that contains information on school district boundaries demographics and capital projects The bottom footer provides links to the OSPI Privacy Policy a Disclaimer and Customer oupport Clicking one of these links redirects the user to the appropriate page OSPI School Facilities amp Organization 4 Inventory and Condition of Schools ICOS User Manual 2 1 Home The first screen displayed after logging into the ICOS system is the Home page This screen displays the navigation tool bar with the various items the user can choose to open The picture displayed is the main Office of the Superintendent of Public Instruction building in Olympia Washington p O a OSPI Otfice of Superintendent
35. chool Energy Manager RCM Phone Numbers Add Phone Number Primary Type Phone Number Business Pager Email Primary Type Personal 360 555 9999 Ext 12 111 222 3333 Ext 4444 Email test test com carrot email com Address Primary Type Address 5040 Carrot St Olympia WA 99999 1345 West St Olympia WA 98546 Business Mailing Home Mailing Contact last updated 2 16 2012 2 4 3 2 Edit Contact Screen LJ To make a contact Active and searchable click the button in the upper right hand corner of the screen Q To make a contact In Active and not display in searches click the button in the upper right hand corner of the screen LJ The data entered in the screen cannot be edited directly The record that needs to be changed must first be deleted To delete a Contact Type Phone Number Email or Address click on the corresponding button next to the record to delete A Delete Confirmation message pops up asking if you are sure you want to delete the contact record f you click Yes then the record is removed from the contact Jf you click Cancel then the record is not deleted and remains in the contact screen OSPI School Facilities amp Organization 69 Inventory and Condition of Schools ICOS User Manual Click Add next to the data section you want to add the edited or new information LI To save the changes click the button To close
36. components Once rating has begun a Building Profile Type cannot be changed and the entire building will need to be redone LJ Enter a number for the Number of Floors including Basements field This field is required OSPI School Facilities amp Organization 32 Inventory and Condition of Schools ICOS User Manual Edit Building Characteristics LJ To add edit the building Characteristics click on the button Characteristics Building Main Building Building Characteristics Yes Occupied Leased To Others Leased From Others Vacant Surplused E ja gU E o E amp I ke a es a a E Demolished School Construction Assistance Program SCAP T Requirements Asset Preservation Program APP Washington Sustainable Schools Protocol WSSP or LEED 2 2 6 2 3 Building Characteristics Screen LJ Select a Yes or No for each field in the first section Building Characteristics At least one field must be a Yes Required Q Select a Yes or No for the School Construction Assistance Program SCAP Requirements section Required lf you select Yes for Asset Preservation Program APP then a date field appears underneath the section It is required that you enter a date in this field APP Board Acceptance Date for Building Format MM DD Y Y Y Y Characteristics School Construction Assistance Program SCAP Requirements Asset Preservation Program APP
37. d 0 as of Oct 1 a Grade Span Lower Level Grade Upper Level One Original Board Original d pow yyyy gt Acceptance Date Original Prope s S em d vyyy Occupancy Date Acquisition Date sv d yyyy gt le Total Number Gross Facility Sq s of Buildings s Ft iB Site Shared With dl of Teaching Total Number of Stations for Teaching Stations A Students with Disabilities Facility Coordinates 48 992403 Longitude 122 7407 Latitude pem O Reporting Skills Center Programs Requirements and Designations _ Remote amp Necessary School Facility Space Inventory 2 2 4 2 1 Edit Facility Screen L Edit the desired fields if needed Add School Code see next page for details Change Facility Name if necessary Change the Facility Site Profile Type if needed Warning You must make sure that the correct Facility Site Profile Type is chosen BEFORE the condition rating any components Once rating has begun a Facility Site Profile Type cannot be changed and the entire facility will need to be redone View Facility Notes this is edited by OSPI only Enter the number of students that physically attend the Facility in the Students Served field OSPI School Facilities amp Organization 21 Inventory and Condition of Schools ICOS User Manual Enter the
38. e The system will not allow duplicate file names to be uploaded for the Facility Site Condition section Each file for the section must have a unique File Name In the pop up Add View Files window click the L_4dd File button Inthe pop up Select a file to Upload window click the button and select file Inthe Select a file to Upload window select a Document Type from the drop down list Other will probably be the choice for this section Click in the Select a file to Upload window In the Add View Files window the file is displayed To save click the button LI To delete a file right click on the file to delete A delete confirmation message pops up asking if you are sure you want to delete the file If you click Yes then the file is removed from the Site Condition Jf you click No then the file is not deleted and remains in the Site Condition list To close the Add View Files window click the button OSPI School Facilities amp Organization 43 Inventory and Condition of Schools ICOS User Manual 2 2 7 2 Edit Site Condition The Site Condition Edit screen is where the Sub Assembly components are rated Once all of the components for all Sub Assemblies for the Facility are rated then the Site Combined Condition Rating appears in the Site Condition Summary screen Q There are two ways to navigate to the Edit Site Condition screen 1 Click on the Sub Asse
39. e below shows all five screens minimized Inventory and Condition of Schools System General Information Center 4 Blaine School District 4 Blaine Elementary Schoo 4 Inventory Information Center X Site Blaine School District X Blaine Elementary School X Building 4 Condition Site Building 4 Blaine High School Inventory Blaine Elementary School Building Inventory x Blaine Elementary School Building Condition X Site Building 4 Condition Collapse all Site Expand all Building Blaine Pomary School Point Roberts Primary South Blaine Right click to Expand or Collapse All Screens gt 2 2 1 5 Accordion Screen Closed TO open or expand all accordion screens right click on any of the viewer screen bars and select Collapse All or Expand All A singe screen can also be expanded or collapsed by just single clicking on its viewer screen bar OSPI School Facilities amp Organization 10 Inventory and Condition of Schools ICOS User Manual Inventory and Condition of Schools System General Informati Blaine School District District Summary Add Facility 4 Blaine School I 4 Blaine Elem School District Name Blaine School District County District Code 37503 County Mame Whatcom Buildin Educational Service District Headcount Photo Span 189 sao B iia District ESD Enrollment Oct 1 Available Site District o Classifica
40. e facility If you click Yes then the School Code is removed from the facility If you click No then the School Code is not deleted and remains in the facility grid OSPI School Facilities amp Organization 23 Inventory and Condition of Schools ICOS User Manual LJ To delete a School Code click the button next to the School Code you want to delete School Code Click the Add button to add a School Code to the Facility Do most of the students physically attend this Facility Q Delete 2713 Blaine Elementary School Blaine SD e 2 2 4 2 3 Add Edit School Code Pop up Screen Delete School Code A delete confirmation message pops up asking if you are sure you want to delete the School Code from the facility Click Yes then the School Code is removed from the facility Click No then the School Code is not deleted and remains in the facility grid Click to close the School Code pop up screen Add Edit Facility Space Inventory LI To add edit the Facility Space Inventory click the Facility Space Inventory button A separate screen opens with the Facility Space Inventory data Facility Space Inventory 5pace Room Type Classroom Regular TS How many classrooms are currently used for Full Day Kindergarten How many additional classrooms are needed for Full Day Kindergarten Commons Multpurpose Computer Lab Career amp Technical Ed Flex Lab Gymnasium PE Kitc
41. e water uses in the Describe any other non potable water uses field Type any other non potable water sources in the Describe any other non potable water sources field Q To save the data click to save the data To close the WSSP screen click the button OSPI School Facilities amp Organization 59 Inventory and Condition of Schools ICOS User Manual 2 2 12 2 Add View Files Q To add WSSP documents click the l Note The system will not allow duplicate file names to be uploaded for the WSSP button section Each file for the section must have a unique File Name A In the pop up Add View Files window click the button Inthe pop up Select a file to Upload window click the button and select file Inthe Select a file to Upload window select a Document Type from the drop down list Other will probably be the choice for this section Click in the Select a file to Upload window LI In the Add View Files window the file is displayed Click L See LI To delete a file right click on the file to delete A delete confirmation message pops up asking if you are sure you want to delete the file f you click Yes then the file is removed from the WSSP Facility f you click No then the file is not deleted and remains in the WSSP Facility list To close the Add View Files window click the button OSPI School Facilities amp Organization 60
42. ection 2 2 6 2 LJ To expand the District to view the Facilities click on the small gray expander triangle next to the District Inventory and Condition of Schools System General Information Center Blaine School District Facility Number Assigned by OSPI Blaine Elementary School Blaine High School Blaine Primary School Facility Name Point Roberts Primary X Point Roberts Primary Facility Site South Blaine Profile Type Students Served as of Oct 1 Grade Span Lower Level Grade Original Property Accquisition Date Total Acres Site Shared With Total Number of Teaching Stations Facility Coordinates Latitude Reporting Requirements and Designations Total Buildings Condition Rating Site Condition Rating Add View Files Point Roberts Primary Facility Summary Edit Add Building 4459 School Code s 1 Point Roberts Primary Elementary School Rural 525 No Photo Available 5 Upper Level Grade K View Site Map Original Original Board Occupancy Date Acceptance Date 0 Total Number of 1 Gross Facility LE Buildings LEN Sq Ft IE 1 000 v of Teaching 3 Stations for Student with Disabilities 123 0436 48 9889 Longitude Asset Preservation Program APP WSSP or LEED Skills Center Programs Remote amp Necessary School Building Ratings Not Completed 31 53 Poor
43. eficiencies amp Causes Roadways Add Deficiencies amp Causes Site Development Add Deficiencies amp Causes Save Close 2 2 7 2 1 View Site Condition Summary Screen Q The Site Sub Assembly can be changed at any time to another by selecting a Sub Assembly from the drop down box or clicking on one of the Sub Assembly buttons The components in the Component Name column will change depending on the Site Sub Assembly selected LJ For each Component Name complete the following OSPI School Facilities amp Organization 44 Inventory and Condition of Schools ICOS User Manual Enter the Unit of Measure this is required if Quantity or Estimated Size has a value Enter the Quantity or Estimated Size this is required if a Unit of Measure has been selected for the component LI To rate the Component click the button Component Rating Choose a Rating for Athletic Recreational and Playfields Areas Select One New or easily restorable to like new condition only minimal routine maintenance required Some Preventative maintenance and or corrective repair required Falls to meet code and functional requirements in some cases failure s are inconvenient extensive corrective maintenance and repair required Consistent substandard performance failures s are disruptive and costly fails most code and functional requirements requ
44. ent click the 59d Deficencies amp causes button oelect the related Deficiences for the component rating oelect the related Causes for the component rating Optional Enter Additional Comments Optional Enter Location Comments Optional Enter Defeiciency Comments Optional Enter Corrective Actions Click the or the in the upper right hand corner of the screen Q Repeat the above steps for all Components for all Sub Assemblies Q To save the Site Condition information click the button in the Edit Site Condition sceen If any of the above required fields are blank a pop up message will display telling you which fields need to be entered To close the Site Condition screen click the button in the Edit Site Condition screen or the button on the accordion OSPI School Facilities amp Organization 46 Inventory and Condition of Schools ICOS User Manual 2 2 8 Building Condition Information 2 2 8 1 View Building Condition Summary LJ To open the Building Condition Summary screen click directly on Building under the Condition folder for the Facility If you do not see Building you may need to click on the small gray expander triangle next to the Facility to expand the tree to display Inventory and Condition folders Then click on the gray expander triangle next to Condition to display Site and Building LI If no buildings have been created in ICOS for the Facility then the Building Condition Summary will not disp
45. entory and Condition of Schools System Blaine School District District Contacts Search School District Select a District W Active Contact Facility Selecta District 4 Blaine School District Blaine Elementary School Blaine High School District Contacts b Blaine Primary School i Contact Type Select Contact Type y Point Roberts Primary First Name Last Name Search First Name Last Name Contact Type Location Create New Contact Edit Contact 2 4 2 1 Search Contact Screen LJ To search for Active contacts the Active Contact check box must be checked x Active Contact Q To search for In Active contacts the Active Contact check box must be unchecked Active Contact LJ Enter one or more of the following criteria to assist in your contact search School District Contact Type First Name Last Name Facility only available if School District was chosen Q Click button and the search results will display in the search result grid LI Click on the contact row in the grid to view the contact details below the grid OSPI School Facilities amp Organization 67 Inventory and Condition of Schools ICOS User Manual 2 4 3 Edit Contact Note Only Facilities specific contacts can be edited The Contact Types that cannot be edited are Principal and Superintendent If a contact is not editable the Edit Contact button will be grayed out Inventory and Condition of Sc
46. facility related dates by clicking on the calendar next to the field or type the date into the field in format MM DD Y YY Y Enter the number of Teaching Stations Note Teaching Stations are typically defined as any room where class instruction would take place which includes gymnasiums art rooms music rooms shop rooms greenhouses etc Teaching Stations for students with disabilities are typically defined as any room dedicated to the instruction of students with mental and or physical disabilities Enter Latitude and Longitude coordinates atitide format numbers only n nnnnnnnn to nn nnnnnnnn Longitude format numbers only n nnnnnnnn to nnn nnnnnnnn Click the Skills Center Programs check box if the Facility has Skills Center programs Click the Remote amp Necessary School check box if the Facility a Remote amp Necessary school Click to save the changes Click the button on the screen or the button on the accordion to close the Facility screen Add Edit School Code U To add a School Code to the Facility click the 94 button next to the School Code field Blaine Elementary School Facility Summary Edit Add Building Facility Number Assigned by OSPI 2713 School Code s X o a E o un E m E iD LLI OSPI School Facilities amp Organization 22 Inventory and Condition of Schools ICOS User Manual U In the School Code pop u
47. fic information about the district including the rollup totals from all of its facilities and the buildings within those facilities This is a read only screen and no changes can be made Inventory and Condition of Schools System Blaine School District General Information Center Blaine School District District Summary Add Facility 4 Blaine School District Blaine Elementary School Click directly on the District Name County Name Whatcom Blaine High School Blaine Primary School Blaine School District X Point Roberts Primary gucationar Se E District Headcount District ESD pe Enrollment Oct 1 B District ue First Class Second Class Non High District Classification View District Map Total Number of Facilities 4 Total Acreage 17 Sites Total Number of Gross Total Sq District Buildings MN Ft Moss Add View Files 2 2 3 1 1 View District Summary Screen View District Map Q To view the district map click the View District Map button A separate Internet explorer window opens with a map of the state of Washington Click on the desired District to see details See Section 2 5 for detailed instructions LI To print the district map click on the eal button on the toolbar To close the window click on the button in the upper right hand corner to close the window OSPI School Facilities amp Organization
48. file right click on the file to delete A delete confirmation message pops up asking if you are sure you want to delete the file Jf you click Yes then the file is removed from the Building APP list f you click No then the file is not deleted and remains in the Building APP list To close the Add View Files window click the button OSPI School Facilities amp Organization 56 Inventory and Condition of Schools ICOS User Manual 2 2 12 Washington Sustainable Schools Protocol WSSP The Washington Sustainable Schools Protocol screen is used to track the Facility data for those Facilities involved in the WSSP program WSSP Annual Report E School Year 2011 2012 District Battle Ground Save Facility Daybreak Primary School Facility Number 4614 Grade Span K 8 Students Served School Code s 5090 DAYBREAK K 8 SCHOOL 1 NEW 39023 Occupancy Date State Assisted Sq Ft 125 141 WSSP Project Details Final WSSP Score D11 Design Capacity Check box if the annual report data is less than the Project Name a Im Enter the WSSP Area in 5q Ft total SCAP Recognized Sq Ft of the Facility If reporting on the whole facility area then describe A the significant differences between the WSSP Area and the whole facility energy characteristics Number of months the Facility is used per School Check box if the Facility i5 Year
49. file Type from the drop down box This field is required Warning You must make sure that the correct Facility Site Profile Type is chosen BEFORE the condition rating any components Once rating has begun a Facility Site Profile Type cannot be changed and the entire facility wil need to be redone Inventory and Condition of Schools System Blaine School District Blaine School District i District Summaty Add Facility General Information Center x t A s Facility Number u E m ri 4 Blaine School District Blaine Elementary School t Blaine High School Assigned by ospy LL Blaine Middle School Facility Name Blaine Primary School Facility Site a 3 F Point Roberts Primary School Profile Type O dia 2 2 3 2 1 Add New Facility Screen LI Click to save the changes The new Facility will now be listed on the Tree View under the District Go to Section 2 2 4 2 to Edit and add additional data to the Facility Click the button on the screen or the button on the accordion to close the Add Facility screen OSPI School Facilities amp Organization 17 Inventory and Condition of Schools ICOS User Manual 2 2 4 Facility Information 2 2 4 1 View Facility Summary The Facility Summary page displays specific information about the facility including the rollup totals from all of its buildings This is a read only screen and no changes can be made To Add Building see S
50. g must be a date in the past This field is required LI Optional Edit the District Assigned Area LI Optional Edit the District Assigned Area Use s from the drop down box Select all D D D D O U that apply for that area of the building This field is required Optional Edit the Gross Building Sq Ft for the area This field is required Optional Edit the Gross Instructional Sq Ft OSPI can only edit this field SCAP Recognized Sq Ft Optional Edit the Area Original Occupancy Date for the building area Optional Edit the Area Original Board Acceptance Date for the building area To add an additional area to the building click the ed New Area button OSPI School Facilities amp Organization 39 Inventory and Condition of Schools ICOS User Manual E To delete an Area Use row click into any of the fields of the row to delete then click the button A Delete Confirmation message pops up asking if you are sure you want to delete the area use row If you click Yes then the area use row is removed from the building If you click No then the area use row is not deleted and remains in the building list To save the changes including the changes made in the building Characteristics screen click the button in the Add Building screen If any of the above required fields are blank a pop up message will display telling you which fields need to be entered before you can
51. he pop up Add Email Detail window enter the data for the contact o Check the Is Primary check box to make it the main email Note Only one email record can be designated as primary and must be checked at the time of creating the record Add Email Detail Email Type Select Email Type Is Primary Email Address Click the button o Inthe pop up Add Address Detail window enter the data for the contact o Check the Is Primary check box to make it the main address Note Only one address record can be designated as primary and must be checked at the time of creating the record Add Address Detail Address Type Select Address Type Is Primary Address Line 1 Address Line 2 City Add Close LI Click the button in the Create screen if you do not want the contact to appear in search results For example Bugs Bunny is the Business Manager for Blaine School District If he is set to Inactive then a search by School District Contact Type First Name or Last Name will not show Bugs Bunny in the results To reactive an In Active contact click the button on the Edit screen see Section 2 4 3 below for more information Q To save the data click to save the data To close the Create screen click the button OSPI School Facilities amp Organization 66 Inventory and Condition of Schools ICOS User Manual 2 4 2 Contact Search LISTHCE GODITaCTS Print Friendly id Logout gt Inv
52. hen Library Music Restrooms Faculty Restrooms Student School Administration 2 2 4 2 4 Facility Space Inventory Screen OSPI School Facilities amp Organization 24 Inventory and Condition of Schools ICOS User Manual LI Enter the quantity for each Space Room Type for the Facility only numbers are allowed format nn n Tio Double click in the first Quantity field then use your Tab button on your keyboard to move to the next field To close the window click on the button or on the button in the upper right hand corner 2 2 5 Site Inventory Information 2 2 5 1 View and Edit Site Inventory Q To add Facility Site Inventory information click on the small gray expander triangle next to the Facility to expand the tree to view Inventory and Condition folders LI Click directly on Site to open the Site Inventory screen Inventory and Condition of Schools System Blaine School District General Information Center x U o 3 n o D Ww 3 D lt o ot D 2 z 2 et O lt Site Inventory 4 Blaine School District Bad Fore Sandel Site Profile Type Elementary School Rural Blaine High School No Click to Add View Parcel Numbers Blaine Primary School and Census Tract Number Photo 4 Point Roberts Primary Ge Building Condition Available Total Site Acreage 0 00 Point Roberts Primary Site Inventory X View Site Map
53. hools System X District Contacts 4 Blaine School District Search Create Blaine Elementary School iun School District Blaine School District Active Contact Facility Select a Facility z Blaine High School Blaine Primary School District Contacts o Contact Type Select Contact Ty hal Point Roberts Primary d HE First Name Last Name Search First Name Last Name Contact Type Location District Ron Principal Elaine High School Blaine School District Principal Blaine Middle Schoo Blaine School District Bugs Bunny Business Manager for in Blaine School District School District Phone Numbers Email No Addresses found Create New Contact Edit Contact 2 4 3 1 Search Results Screen LJ Search for the contact to edit by following the instructions above in Section 2 4 2 LI Click on the contact row that needs to be edited in the search results grid LI Click button The Edit screen will open for the contact selected OSPI School Facilities amp Organization 68 Inventory and Condition of Schools ICOS User Manual LI Inthe Edit contact screen enter your changes District Contacts Search Edit First Name Bugs Activate Last Name Bunny Contact Types Add Contact Type District Contacts LX Location Contact Type Aberdeen School District Business Manager Delete Adna School District Construction and Design Delete Blaine High S
54. ile names to be uploaded Each file for the Facility must have a unique File Name In the pop up Add View Files window click the Add File button Inthe pop up Select a file to Upload window click the button and select file Inthe Select a file to Upload window select a Document Type Building Area Analysis Click in the Select a file to Upload window Inthe Add View Files window the file is displayed Click Sue After receiving the Saved Confirmation pop up message click in the Add View Files window To view print the Building Area Analysis in the Add View File pop up window click on the File Name of the document you want to view print LI Click Yes when a message asks if you want to allow the file to open To print the file when it has opened click the L Enable Editing button on the toolbar the click on the j button or go to File gt Print on the toolbar OSPI School Facilities amp Organization 35 Inventory and Condition of Schools ICOS User Manual To close the window click on the button in the upper right hand corner to close the window LI To save the data click the button in the Add Building screen to save the changes including the changes made in the Building Characteristics screen If any of the above required fields are blank a pop up message will display telling you which fields need to be entered To close click the button in the
55. ires constant attention renovation or replacement Major Corrective repair or overhaul required Non operational or significantly substandard performance t Unsatisfactor ry Replacement required 2 2 7 2 2 Add Component Rating Screen The Rate screen pops up with five rating levels Click on one ratings for the Component If the chosen rating is Poor or Unsatisfactory a pop up message will appear saying that at least one Deficiency and one Cause must be chosen and the button will turn red Once the Deficiencies and Causes have been chosen the button will turn green add Deficiencies amp Causes Q ckl 9 f you want to close the pop up screen click on the button in the upper right hand corner of the pop up screen Once a component has been rated the Rate button turns green OSPI School Facilities amp Organization 45 Inventory and Condition of Schools ICOS User Manual Deficiencies and Causes Choose Deficiencies and Causes for Landscaping Select all that apply Deficiencies _ Broken Utilities Design Loads _ Leakage Occupancy Changes _ Other Roof Drainag amp Soils D Causes _ Moisture Penetration Other Settlement Surface Deterioration Temperature Changes Additional Comments Location Comments Deficiency Comments Corrective Actions 2 2 7 2 3 Add Component Deficiencies and Causes Screen U To Add Deficiencies and Causes to a Compon
56. istics Screen part 1 LJ Select a Yes or No for each field in the first section Building Characteristics At least one field must be a Yes Required Q Select a Yes or No for the School Construction Assistance Program SCAP Requirements section Required lf you select Yes for Asset Preservation Program APP then a date field appears underneath the section It is required that you enter a date in this field APP Board Acceptance Date for Building Format MM DD Y Y Y Y Characteristics School Construction Assistance Program SCAP Requirements Asset Preservation Program APP Washington Sustainable Schools Protocol WSSP or LEED APP Board Acceptance Date for Building M d yyywy 2 2 6 3 4 Building Characteristics Screen part 2 OSPI School Facilities amp Organization 38 Inventory and Condition of Schools ICOS User Manual Enter a Yes or No for the Historic Status fields Historic Status Mot Applicable Locally Designated State Designated Mationally Designated Additional Building Characteristics Comments 2 2 6 3 5 Building Characteristics Screen part 3 Enter any additional comments or notes in the Additional Building Characteristics Comments field To save the changes click the button or on the button in the upper right hand corner and the changes are saved and the pop up window closes Optional Edit the Year Built for the buildin
57. lay any buildings You must first add a new building to add the inventory information See Section 2 2 6 2 to Add Building Inventory and Condition of Schools System Blaine School District General Information Center x Blaine Elementary School Building Condition Building Condition Summary Edit Add Building 4 Blaine School District a Senon Buildings Available for Rating 4 Inventory Site Click the Edit button for the desired building to edit or add ratings Building District Assigned Building Name or nee Identification Building Condition Rating 4 Condition Site Edit Main Building Rating Not Completed Building Blaine High School Blaine Elementary School Building Condition Blaine Primary School Combined Building Condition Rating Building Ratings Not Completed Point Roberts Primary Add View Files 2 2 8 1 1 View Building Condition Screen Add View Files Q To add Site Condition documents click the button Note The system will not allow duplicate file names to be uploaded for the Facility Building Condition section Each file for the section must have a unique File Name In the pop up Add View Files window click the button Inthe pop up Select a file to Upload window click the button and select file Inthe Select a file to Upload window select a Document Type from the drop down list Other will probably be the choice for this section Click in the
58. mbly button in the Site Condition Summary screen that you want to edit The Sub Assembly you selected to edit is automatically populated in the Site Sub Assembly field 2 Click on the Edit tab in the Site Condition Summary screen Select the desired Site Sub Assembly that you want to edit from the drop down box Inventory and Condition of Schools System Blaine School District General Information Center x Blaine Elementary School Site Condition Site Condition Summary Edit 4 Blaine School District aia a oe Site Sub Assemblies Available for Rating A Click one of the buttons below to add or edit a rating nventory Liquid and Gas Electrical Site Site Site Utilities Improvements Communications Rating Not Rating Not Rating Not Started Started Started Site Building 4 Condition Site Buildi LET Th Sub Assembly rating is not complete This Sub Assembly Score Sub Assembly rating has not been started Blaine Elementary School Site Condition Sub Assembly rating is complete Check if There is No Change to Blaine High School Blaine Primary School Point Roberts Primary Site Sub Assembly Site Improvement o M Unit of Measure athletic Recreational and Playfields At acres AMA dd Deficiencies amp Causes Landscaping Add Deficiencies amp Causes Component Name Parking Lots Add Deficiencies amp Causes Pedestrian Plazas and Walkways Add D
59. n Projects Funded by Release Year and Type of Construction District Summary District Summary OSPI Only Facility Summary Facility Summary OSPI Only om HE BILL L9 4 2 3 2 Report User Selection Choose Report Screen Inventory and Condition of Schools ICOS User Manual LJ Once a report has been chosen additional fields appear for the user to enter the specific criteria for the report Optional Click the Show Legislative Districts check box if applicable to report Optional Click the Show Congressional District check box if applicable to report Inventory and Condition of Schools System Please select your search criteria then click Run Report Choose a Report pistrict Summary District Facility Reporting Year Display _ Show Legislative Districts Show Congressional Districts Run Report 2 3 3 Report Specific User Selection Screen LJ To view the report with the user selected criteria click Run Report Q The Report Viewer opens in a separate window with the report data Whole Page Find Next Select a format Del export g STATE OF WASHINGTON Printed Aug 18 2011 SUPERINTENDENT OF PUBLIC INSTRUCTION BLAINE SCHOOL DISTRICT 37503 SUMMARY REPORT 2012 DISTRICT ASSIGNED GROSS CONDITION BUILDING NAME ID SQ FT RATING Blaine Elementary School Gym 8 000 Rating Not Completed Main Building 10 000 Rating Not Completed Sub Total 18 000
60. n the original file name to distinguish the different files for the District i e APP Board Resolution Blaine Elementary Main Building The system will not allow duplicate file names to be uploaded Each file must have a unique File Name Note The system will not allow duplicate file names to be uploaded for the APP section Each file for the section must have a unique File Name LJ To upload the APP Board Resolution click on the button The Add View Files screen opens Note The APP Board Resolution button will always display on the screen If APP Board Resolution has been uploaded for a building then the Board Resolution Completed check box will be checked as completed Inthe pop up Add View Files window click the L Add File button Inthe pop up Select a file to Upload window click the button and select file Inthe Select a file to Upload window select APP Board Resolution from the Document Type drop down list Click in the Select a file to Upload window Inthe Add View Files window the file is displayed Click Se Upload 6 Year A To upload the 6 Year Certification Letter click on the LCertificeien Letter button The Add View Files screen opens Note The 6 Year Certification Letter button will only appear on the screen if the District has an APP building that is in year 6 12 18 24 or 30 If there are no buildings in those APP years then the butto
61. n will not be displayed Inthe pop up Add View Files window click the L Add File button Inthe pop up Select a file to Upload window click the button and select file Inthe Select a file to Upload window select APP 6 Year Certification Letter from the Document Type drop down list Click in the Select a file to Upload window LI In the Add View Files window the file is displayed Click Lsve OSPI School Facilities amp Organization 55 Inventory and Condition of Schools ICOS User Manual Upload APS A To upload the APS Certification Letter click on the L stification Lette button The Add View Files screen opens Note The APS Certification Letter button will only appear on the screen if there are APP buildings in the District without an uploaded APS Certification Letter If all District APP buildings have it uploaded then the APS Certification Letter Completed check box will be checked and the APS Certification Letter button will not be displayed Inthe pop up Add View Files window click the L Add File button Inthe pop up Select a file to Upload window click the button and select file Inthe Select a file to Upload window select APP Certification Letter from the Document Type drop down list Click in the Select a file to Upload window LI In the Add View Files window the file is displayed cick Le Q To delete a
62. nd Census Tract Numbers LJ To add view the parcel numbers and the census tract number for the Facility Site click Click to Add View Parcel Numbers the and Census Tract Number button A pop up window displays with the Parcel Number and Census Tract Number screen Parcel and Census Tract ES Click the Add New Button to Add Another Number Parcel Numbers Add New For information only the link to the Census Tract Website http www census gov geao wwrw cen tract html Close 2 2 5 1 3 Add Edit Parcel and Census Number Screen Q To add a parcel number click to add an additional parcel number for the Site Maximum 14 numbers allowed Repeat as necessary LJ Enter the Census Tract Number if known Maximum 11 numbers allowed For additional census tract information click on the link at the bottom of the pop up screen Click the button to save the changes To delete a parcel number click Delete next to the Parcel Number you want to delete Parcel and Census Tract Click the Add New Button to Add Another Number Parcel Numbers T 123456789123 Delete Add New Census Tract Number 987654321 For information only the link to the Census Tract Website OK http vrww census gov geo www cen tract html 2 2 5 1 4 Delete Parcel Number Screen A delete confirmation message pops up asking if you are sure you want to delete the parcel number from the Site If you click Yes
63. ndition of Schools ICOS User Manual 1 Click on the Sub Assembly button in the Site Condition Summary screen that you want to edit The Sub Assembly you selected to edit is automatically populated in the Site Sub Assembly field 2 Click on the Edit tab in the Site Condition Summary screen Select the desired Site Sub Assembly that you want to edit from the drop down box LJ The Site Sub Assembly can be changed at any time to another by selecting a Sub Assembly from the drop down box or clicking on one of the Sub Assembly buttons The components in the Component Name column will change depending on the Site Sub Assembly selected LJ For each Component Name complete the following Enter the Unit of Measure this is required if Quantity has a value Enter the Quantity for the Component Enter the Estimated Size if applicable for the Component Q Repeat the above steps for each Component LI To rate the Component click the button Component Rating Choose a Rating for Athletic Recreational and Playfields Areas Select One New or easily restorable to like new condition only minimal routine maintenance required Some Preventative maintenance and or corrective repair required Fails to meet code and functional requirements in some cases failure s are inconvenient extensive corrective maintenance and repair required Consistent substandard performance failures s are disruptive and costly
64. ng AVEO sisas 2 2 7 Site Condition Informati0ON cccoccccocncconnconncccninonnnonnncnonocanononnnnon 2 2 7 1 View Site Condition SUMMArY ccccccooccnnncccnnnccnncncnancnnnnnnnanennnononanennnnnnnns 2 2 7 2 Ed Site CONO 2 2 8 Building Condition Information occconcccconcnnoncnnnncncnncnnnnanononcnnnnoos 2 2 8 1 View Building Condition Summary oocccccccnocccnncncconnnnncnonanonnncnnnnncnnnnnnnns 2 2 8 2 EGIL BUIOIIG CONAN ed 2 2 9 Energy Management Information ooccconccnocncnncnnncnnoncnnncnnoncnnnnnnnns 2 2 10 FEMA Pre Disaster Mitigation Information 2 2 10 1 Add Pre Disaster Mitigation Data eese 2 2 10 2 Copy Pre Disaster Mitigation Data to Another Building 2 2 10 3 Edit Pre Disaster Mitigation Data cccoonncnccoconcnncononcncononnnnnnnnnonconanenoss 2 2 0014 ZAOdO VIEW EIOS ii old esc ue t OSPI School Facilities amp Organization Inventory and Condition of Schools ICOS User Manual 2 2 11 Asset Preservation Program APP Information seeeeeeseeesses 54 2 2 11 1 melee AFP IIT UU o4 2 2 11 2 Upload APP Piles ai ed EE Hed ciao a EINER eer EO eo SERDn ae ke S tUe BRA EE aes Een RUE orinando 55 2 2 12 Washington Sustainable Schools Protocol WSSP oocccoccccccccnccccnccccnncoconnnacnnnos 57 22 121 sEGIWWAGONVG Or Dalai ta iaa es 58 22122 A RR
65. ng to the Facility LI To add a new Building to a Facility open the Facility Summary screen you want to add a new building and click the Add Building tab Inventory and Condition of Schools System Blaine School District General Information Center x Blaine Elementary School Building Inventory Building Inventory Summary Edit Add Building District Assigned Building Name or Identification Building Profile Type Number of Floors A including Basements 4 Blaine School District 4 Blaine Elementary School 4 Inventory Site Building Condition Add NewArea Delete Area Characteristics Blaine High School Gross Gross SCAP EST ias Building Instructional Recognized Occupancy Sq Ft Sq Ft Sq Ft Date Blaine Middle School District Assigned Area Use District Assigned Acceptance Date 0 0 lt m d yyyy gt ll lt m d yyyy gt i Total Sq Ft Blaine Primary School Point Roberts Primary School Blaine Elementary School Building Inventory Save Close 2 2 6 2 2 Add Building Inventory Screen Q Type the new building name in the District Assigned Building Name or Identification field This field is required Q Select a Building Profile Type from the drop down box This field is required Warning You must make sure that the correct Building Profile Type is chosen BEFORE the condition rating any
66. normally open on weekends Sept June July Aug Average Weekly Hrs School Activities Average Weekly Hrs Community Activities Year 1 Year 2 Year 3 Year 4 Year 5 Energy Efficiency 0 Water Efficiency 0 Design goal from WSSP Scorecard En y Use Characteristics 5 Total Space Heated Total Space Cooled Type of Cooking On Site of Walk in Freezers of Computers a If the Building has a Enter the Data Center How many Hr Wk is Data Computer Data Cent E ups n si Total Sq Ft Center in Use with Servers Describe any other High Energy uses L kiln lab 7 equipment Y Building Has a Pool Pool Heated Indoor Pool Pool Size Months Used Yr Water Use Characteristics Area Served for Indoor Domestric Area Served for Irrigation in 1 000s Water 5q ft jJ of 5q Ft Describe Any Other Potable Water Uses Describe Any Other Non Potable Water Uses T Describe Any Other Non Potable Water Sources T 2 2 12 1 Washington Sustainable Schools Protocol Screen OSPI School Facilities amp Organization 57 Inventory and Condition of Schools ICOS User Manual 2 2 12 1 Edit Add WSSP Data LI Select a Facility from the Choose a Facility drop down menu Q Enter the Design Capacity for the Facility LI Select the reporting year from the Choose a Reporting School Year drop down menu
67. nt to delete the file If you click Yes then the file is removed from the Facility If you click No then the file is not deleted and remains in the Facility list To close the Add View Files window click button Note If you uploaded a Facility Summary Photo then you must first close the Facility Summary screen and then reopen in order to view the newly uploaded photo OSPI School Facilities amp Organization 20 Inventory and Condition of Schools ICOS User Manual 2 2 4 2 Edit Facility The Edit Facility screen is where the facility data can be edited To add a building via the Add Building tab see Section 2 2 6 2 Q To edit a Facility click directly on the the Facility Name for the Facility you want to edit and click the Edit tab A In the Facility Summary screen click the Edit tab Inventory and Condition of Schools System Blaine School District School Facility Summa C edit Daga Building Facility Number a Add Delete Assigned by OSPI 2713 School Code s General Information Center X CD o D m D 3 D z et y 4 Blaine School District 4 Blaine Elementary School Inventory v Condition Blaine High School Facility Name Blaine Elementary School Facility Notes Blaine Elementary School Blaine Middle School Facility Site Blaine Primary School Profile Type Elementary School Rural Y Point Roberts Primary School Students Serve
68. ntory and Condition of Schools System General Information Center 4 Blaine School District 4 Blaine Elementary School 4 Inventory Site Building 4 Condition Site Building Blaine High School Blaine Primary School Point Roberts Primary South Blaine 2 2 1 2 ICOS Hierarchy Screen Example OSPI School Facilities amp Organization 7 Inventory and Condition of Schools ICOS User Manual The Information Center tab is displayed when a user first enters the Inventory and Condition for their District This screen displays the needed actions the user needs to complete for each Facility If there are no needed actions then the screen will say No actions needed The Information Center screen can be opened at any time by clicking the information Center tab in the tree view The Actions Needed can be refreshed updated in the screen by clicking the Refresh button Once the action has been successfully completed the action will no longer display in the Information Center screen Note OSPI users need to select a District to view the Information Center for a specific District Also at the bottom of the Information Center screen there is a link to the ICOS Information webpage where the user manual and other help links can be found General Tab How to Drill Down to the Details LI Click directly on a District name to open the District details in the Viewer Screen Q Click on the small gray expander triangle symb
69. ol next to the name to expand the District tree view list All of the Facilities in the District are listed Inventory and Condition of Schools System General Information Center z z D a o a Blaine School District 4 Blaine Elementary School 4 Inventory Information Center LX Site Building 4 Condition Site Building 4 Blaine High School 4 Inventory Site Building 4 Condition Site Building Blaine Primary School Point Roberts Primary 2 2 1 3 Tree View Expanded OSPI School Facilities amp Organization 8 Inventory and Condition of Schools ICOS User Manual Once the list is expanded there will be a small black downward pointed triangle symbol 4 next to the item Clicking on this black triangle will collapse the list back up and hide the Facilities Navigating the General Tab Viewer Screen and Accordion The viewer screen bar is the vertical bar to the left of an opened screen All viewer screens have the same screen controls 1 To close a screen click on the x button at the top of the Screen bar 2 To minimize a screen click on the button at the bottom of the Screen bar 3 To re open maximize a screen click on the button at the bottom of the Screen bar The screen bar is light blue colored when it is maximized and white colored when it is minimized Inventory and Condition of Schools System General Information Center 9G Jene School District k District Summa
70. ol Blaine Primary School 4 Point Roberts Primary School Blaine Elementary School Building Inventory 4 Inventory 2006 W Administratiy Y 1 000 0 lt m d yyyy gt I lt m d yyyy gt Site Building Total Sq Ft 1 000 Condition Upload Building Area Analysis Add View Files 2 2 6 3 2 Edit Building Inventory Screen LJ Optional Edit the building name in the District Assigned Building Name or Identification field LI Optional Edit the Building Profile Type from the drop down box Note If the building has component condition ratings then a message will display warning that if the Building Profile Type is changed then all of the condition ratings will be deleted from the building LI Optional Edit the Number of Floors including Basements field OSPI School Facilities amp Organization 37 Inventory and Condition of Schools ICOS User Manual Edit Building Characteristics LJ To add edit the building Characteristics click on the button Characteristics Building Main Building Building Characteristics Yes Occupied Leased To Others Leased From Others Vacant Surplused E ja gU E o E amp I ke a es a a E Demolished School Construction Assistance Program SCAP T Requirements Asset Preservation Program APP Washington Sustainable Schools Protocol WSSP or LEED 2 2 6 3 3 Building Character
71. or the building area Enter the Area Original Board Acceptance Date for the building area To add an additional area to the building click the button To save the changes including the changes made in the building Characteristics screen click the button in the Add Building screen If any of the above required fields are blank a pop up message will display telling you which fields need to be entered before you can save OSPI School Facilities amp Organization 34 Inventory and Condition of Schools ICOS User Manual To Delete an Area Use row click into any of the fields of the row to delete then click the button A Delete Confirmation message pops up asking if you are sure you want to delete the area use row Jf you click Yes then the area use row is removed from the building df you click No then the area use row is not deleted and remains in the building list To close the screen click the button in the Add Building screen or the button on the accordion to close the Add Facility screen Upload Building Area Analysis Upload Building To upload the Building Area Analysis click the L4rea Analysis button The Add View Files window opens in another accordion screen Include the name of the building in the original file name to distinguish the different Building Area Analysis for the Facility i e Building Area Analysis Main Building The system will not allow duplicate f
72. p screen click the 4 button to add a School Code Note A Facility Number assigned by OSPI refers to a physical building and typically stays with that building regardless of change of use A School Code refers to a program high school skills center alternative program and will move with the program if it relocates to another facility School Code Click the Add button to add a School Code to the Facility School Code Click the Add button to add a School Code to the Facility Add Do most of the students physically attend this Facility Do most of the students physically attend this Facility School Code Delet lua a a 2 2 4 2 2 Add Edit School Code Pop up Screen Inthe School Code column field begin typing a word in the School Name or a few numbers from the School Code to do a search for the desired School Code For example to search for Franklin High School start typing fra and a list of Schools will appear with those letters in the name To select a School from the list click on the name and it will appear in the School Code field box Click the Do the students primarily attend this School check box if the majority of the students attend also attend this School To add another School Code click the 4 button again o delete a School Code row click the button A delete confirmation message pops up asking if you are sure you want to delete the School Code from th
73. pleted button to upload the document See Add View File instructions in Section 2 2 11 2 for details to upload a document OSPI School Facilities amp Organization 12 Inventory and Condition of Schools ICOS User Manual 3 APP 6 Year Certification Letter needs to be uploaded A letter of certification is required every 6 years that demonstrates that the facility s condition has been inspected by a third party This letter is required to be uploaded every 6 years from the Project Board Acceptance Date For example on the 6 12 18 24 ang 30th year from the Project Board Acceptance Date v Goto the APP Summary screen Inventory and Condition gt Asset Preservation Program APP and click the Upload 6 Year Certification Letter button to upload the document See Add View File instructions in Section 2 2 1 1 2 for details to upload a document Board Meeting Date When Report Was Presented needs to be entered on the APP Summary page It is required that the facility condition report be presented to the board yearly and the date be recorded in ICOS v Goto the APP Summary screen Inventory and Condition gt Asset Preservation Program and enter the date format MM DD Y Y Y Y or click the calendar icon and select the date for the Board Meeting Date When Report Was Presented field Site Map has not been uploaded for the Facility It is required that a site map be uploaded for the facility v Go to the Facility Invento
74. rganization 3 Inventory and Condition of Schools ICOS User Manual 2 0 Inventory and Condition Of Schools ICOS ICOS is developed inside the existing OSPI Web portal called the Education Data System EDS The screens headers and footers have the standard design features as specified by the EDS portal EDS Home Logout and Help and meet the accessibility standards and hardware and software requirements for example a minimum 1024x768 screen resolution IE Explorer 6 0 or higher The EDS Home will take you back to the ICOS Home page The Help link opens the School Facilities ICOS website where there are various ICOS documents The Feedback button opens a web page to enter comments and then submit to the Help Desk The header navigation button menu is the first level of screens within the ICOS application Clicking on a navigation button takes the user to the appropriate screen OSP Office of Superintendent ps Q el of Public Instruction Home Help Feedback Home Inventory and Condition Reports District Contacts Maps and Boundaries Print Friendly amp amp Logout gt Beneath the header navigation there are two graphic icons on the right side of the page Print Friendly and Logout Clicking the Print Friendly icon takes the user to a print friendly view of the current screen Clicking the Logout icon logs the user out of the system and returns to the EDS Login screen Underneath these graphic icons is the name of the S
75. ry Add Facility 4 Blaine School District School District Name Blaine School District County District Code 37503 County Name Whatcom No Photo Available 4 Blaine Elementary School a Inventory Site ee C 4 Condition i i s Site District Classification Blaine School Distri First Class Second Class Non High District Building 4 Blaine High School Close Screen id Comtro Site of Facilities 5 Total Acreage TN Sites Building a arditiun Total Number of 13 Gross Total 5q 14 500 District Buildings Bo Ft 14500 Site Suing Add View Files Blaine Primary School Point Roberts Primary A Minimize Maximize Screen Controls AO 2 2 1 4 Minimize and Maximize Screen Examples OSPI School Facilities amp Organization 9 Inventory and Condition of Schools ICOS User Manual When a screen opens it will open to the right and therefore it may be possible that the screen has opened to the right of the user s visible screen view and must scroll to the right to view the screen Up to five screens can be open at the same time If a user attempts to open a sixth screen a pop up message will display saying that one of the current five screens must be closed before opening a new screen At this time the screen size is fixed The user may need to use the scroll bars in order to navigate an individual screen The screens can be minimized maximized or closed in any order The exampl
76. ry Site screen Inventory and Condition gt Facility gt Inventory Site and click the Add View File tab to upload the file Or click on the View Site Area Map button and click Yes when the pop up message asks if you wish to upload the Site Map now See Add View File instructions in Section 2 2 5 1 for details to upload a document Building Area Analysis has not been uploaded for the Facility It is required that a building area analysis be uploaded for each building for a facility created in ICOS This action needed will continue to display until all of the buildings have a building area analysis uploaded v Goto the Facility Building Inventory Summary screen Inventory and Condition gt Facility gt Inventory gt Building and click the Add View File tab to upload the file Or click on the View Building s Area Analysis button and click Yes when the pop up message asks if you wish to upload the Building Area Analysis now See Add View File instructions in Section 2 2 6 3 for details to upload a document WSSP Annual Report needs to be completed It is required that the WSSP Annual Report be completed annually for five years after first occupancy a Goto the Facility WSSP Annual Report screen Inventory and Condition Facility gt Washington Sustainable Schools Protocol WSSP and complete the required fields See Washington Sustainable Schools Protocol WSSP instructions in Section 2 2 12 1 for details OS
77. s window click button To view print the Building Area Analysis in the Add View File pop up window click on the File Name of the document you want to view print Click Yes when a message asks if you want to allow the file to open To print the file when it has opened click the L Enable Editing button on the toolbar then click on the j button or go to File gt Print on the toolbar To close the window click on the E button in the upper right hand corner to close the window To save the data click the button in the Add Building screen to save the changes including the changes made in the Building Characteristics screen If any of the above required fields are blank a pop up message will display telling you which fields need to be entered To close click the button in the Add Building screen or the button on the accordion to close the Add Facility screen Note The system will not allow duplicate file names to be uploaded for a Facility Each file for the Facility must have a unique File Name OSPI School Facilities amp Organization 41 Inventory and Condition of Schools ICOS User Manual 2 2 7 Site Condition Information 2 2 7 1 View Site Condition Summary The Site Condition Summary screen displays the rating status of the Sub Assemblies for the Site including the rollup condition ratings for each Sub Assembly and the Site combined condition rating This is a read only screen and no changes can be made
78. slide Susceptibility from the drop down menu Select the Soil Type from the drop down menu Select the Flood Building Type from the drop down menu Select the Flood Design Level from the drop down menu Select the Flood Protection Return Period Yrs from the drop down menu Select the Flood Foundation Type from the drop down menu Enter the Water Table Depth Meters Numbers only Select the Backup Power from the drop down menu Select the Facility Class from the drop down menu Select the Kitchen in Building answer from the drop down menu OSPI School Facilities amp Organization 52 Inventory and Condition of Schools ICOS User Manual Enter the number of beds the Building can accommodate Numbers only Q To save click the button To close the Pre Disaster Mitigation screen click the button 2 2 10 2 Copy Pre Disaster Mitigation Data to Another Building Q Within another Facility Building with completed and saved data click the Copy Data to Another Building button LI In the pop up Copy Data to the Selected Building window select the Building you want to add the copied data and then click OK LI Follow the steps above to enter the non copied fields LI To save click the button To close the Pre Disaster Mitigation screen click the button 2 2 10 3 Edit Pre Disaster Mitigation Data LI Select a Facility from the left hand tree view LI Select a Building from the drop down menu in the main
79. t or add a contact click the button OSPI School Facilities amp Organization 64 Inventory and Condition of Schools ICOS User Manual Inthe Create contact screen do the following District Contacts Search Create First Name Tom In Activate Last Name Thumb District Contacts X Contact Types Add Contact Type Add Phone Number Location Contact Type Phone Numbers Primary Type Phone Number Email Primary Type Address Contact last updated 8 18 2011 Primary Type Address 2 4 1 2 Create New Contact Screen Click the button o Inthe Add Contact Type Detail window enter the related data for the contact Note At least one Contact Type is required to save the contact Add Contact Type Detail District Select a District Facility Select a District Contact Type Select Contact Type Add Close Click the button o Inthe Add Phone Detail window enter the data for each field o Check the Is Primary check box to make it the main phone number Note Only one phone record can be designated as primary and must be checked at the time of creating the record Add Phone Detail Phone Type Select Phone Type Is Primary Imi Phone Number 4 1 Ext Add Close OSPI School Facilities amp Organization 65 Inventory and Condition of Schools ICOS User Manual Click the button o Int
80. tem record keeping and comparative analysis between Districts 1 1 Accessing ICOS At this time OSPI recommends using Microsoft Internet Explorer version 8 or higher In order to view the ICOS system the Silverlight applet a common add in must be downloaded onto the computer viewing the system Silverlight can be accessed at this website at no charge http www silverlight net getstarted Once Silverlight has been installed go to the ICOS site to access the system http eds ospi k12 wa us Login aspx Obtaining a Login for ICOS In order to have access to ICOS users need a login for the OSPI Education Data System EDS EDS is the web portal used at OSPI allowing users to access various systems for which they have permissions To request access to EDS and ICOS contact your Regional Coordinator OSPI School Facilities amp Organization 1 Inventory and Condition of Schools ICOS User Manual 1 2 Logging into EDS To login into the EDS system to view the ICOS go to the following website http eds ospi k12 wa us Login aspx L Enter your Username and Password LI Click the Login button of Public instru Home Help Feedback OSP Office of Superintendent dps O TT ction Print Friendly dak Please type your username and password to login Username Password Forgot your password gt gt LJ Click the My Applications tab or click on View my Applications OSPI Office of Superintendent dps O
81. ters field Enter the number of walk in freezers and refrigerators there at the Facility in the of Walk In Freezers Refrigerators field lf the Facility has a computer data center with servers then OSPI School Facilities amp Organization 58 Inventory and Condition of Schools ICOS User Manual Enter the total square feet for the data center in the Enter the Data Center Total Sq Ft field Enter the number of hours per week the data center is used in the How many Hr Wk is Data Center in Use field Type any other high energy uses in the Describe any other high energy uses i e kiln special lab equipment field Check the Building has a Pool box if the Facility has a pool Check the Pool Heated box if the Facility has a heated pool Check the Indoor Pool box if the Facility has an indoor pool Select the size of the pool from the Pool Size Sq Ft drop down menu The valid values are Olympic 50 m x 25 m Recreational 20 yds x 15 yds Short Course 25 yds x 20 yds Enter the number of months the pool is used per year in the Months Used Year field O Water Use Characteristics Enter the total square feet for the Area Served for Indoor Domestic Water field Enter the total square feet for the Area Served for Irrigation in 1 000s of Sq Ft field Type any other potable water uses in the Describe any other potable water uses field Type any other non potabl
82. the Edit screen click the button 2 5 Maps and Boundaries LJ Click on the Maps and Boundaries button on the navigation tool bar LI The School Facilities Information Portal opens with a map of Washington and all of its School District boundaries outlined in red School Facilities Information Portal Office of Superintendent of Public Instruction gt q EA end ni e CAN Falls Creek Streets Imagery Topographic Bing Streets BingAerial Bing Aerial Labels OpenStreetMap mp mer 5 hl Y r P ar Tahsis eE E S a a us a mp Kelowna N Gale River pr p f A ka 73 N Es Peachland N Y Courtenay Je EAT EN t2 y 3 UA e v x Crowsnest P Nootka N ed ENS Howe RUM Y Penticton scd SN ae of Sound gt ENS we A E i Princeton wey Map Layers part albert Georgia Vancouver l WON ayer Visibility Tofino NENE Jem Bumaby atte Y Oliver i s Nanaimo A Abbotsford m K 12 Schools L Ucluele t 25 rni n M Skills Centers Barkley pa n NN 0 wat sound Like Cowichan e m ON RAN q E School Districts Rods P i Lp 5 x UA N gi Np n xt P Educational Service Districts 1 d I x O a otville Indi t 2 f m V A asa MM State Legislative Districts FN Peabo e Facilities Coordinator Regions 4 UAM e Sere a i i Small Repair Grants Schools ob MM Urgent Repair Grants 2011 13 gt p pi W Energy Grants
83. tion Build T 4 Blaine Hig IT 4 Inventor No Site Blaine School District x First Class Second Class Non High District View District Map 4 Invento Total Number Site of Facilities 4 Total Acreage 12 Sites Buildin as Total Number of Gross Total Sq 4 Condition BET T 12 2 000 District Buildings Ft Site Buildin Add View Files Blaine Prim Point Rober 2 2 1 6 Main Screen Expander Arrow To increase the right hand viewer screen and allow the fields to be viewed without the user of scroll bars place your cursor over the divider line between the left pane and the right hand viewer and find where your cursor turns into a the double headed arrow Left click when the cursor is double headed arrow and drag the screen to the left or right to your desired screen size 2 2 2 Information Center The Information Center page is the first page displayed when clicking on the Inventory and Condition navigation button This screen is the location where the user views the actions that need to be completed and the corresponding due dates If there are no actions listed it will say there are no actions needed and the user has completed all of the needed actions for the year This screen also has a link to the Facilities webpage where the user can find the User Manual and other ICOS information Click on the link http www k12 wa us SchFacilities Inventory aspx to open the
84. tion See Section 2 2 6 2 to Add Building OSPI School Facilities amp Organization 36 Inventory and Condition of Schools ICOS User Manual LJ From the Building Inventory Summary screen there are two ways to navigate to the Edit Building screen 1 Click on the button in the Building Inventory Summary screen next to the Building you want to edit The Building you selected to edit is automatically populated in the District Assigned Bulding Name or Identification in the Edit Building screen 2 Click on the Edit tab in the Building Inventory Summary screen Select the desired Building that you want to edit from the District Assigned Bulding Name or Identification from the drop down box Inventory and Condition of Schools System Blaine School District General Information Center x Blaine Elementary School Building Inventory Building Inventory Summary Edit Add Building 4 Blaine School District District Assigned Building 4 Blaine Elementary School Name rfi Main Building I t ini 1 4 Inventory Building Profile Type Administrative Number of Floors including Basements L3 Site Building Add New Area Delete Area Characteristics Blaine High School UE EN T EIER EE UR MEAE Area Original Board District eaa Gross Gross SCAP Area Original paa igned EET Building Instructional Recognized Occupancy Missoula z Area Sq Ft Sq Ft Sq Ft Date m Blaine Middle Scho
85. webpage OSPI School Facilities amp Organization 11 Inventory and Condition of Schools ICOS User Manual Inventory and Condition of Schools System General Information Center X n O 3 CU cl O e D 2 et D 4 Blaine School District Blaine Elementary School Blaine High School Blaine Primary School Point Roberts Primary South Blaine Needed Actions Information Center Facility Blaine Elementary School Blaine Elementary School Blaine Elementary School Building 100 Blaine Elementary School Building 100 Blaine Elementary School Building 100 Blaine Elementary School Building 100 Blaine Elementary School Building Main Building Blaine Elementary School Building Main Building Blaine Elementary School Building Main Building Blaine Elementary School Building Main Building Refresh The following actions need to be completed Action Needed Due Date 1 2 Building Conditions have not been rated 04 01 2012 Site Map has not been uploaded for the Facility Building Area Analysis has not been uploaded for the Facility APP Board Resolution Document needs to be uploaded APS Certification Letter needs to be uploaded Board meeting date when report was presented needs to be entered on the APP Summary Page Building Area Analysis has not been uploaded for the Facility APP Board Resolution Document needs to be uploaded
86. y Summary Edit Add Building 4 Blaine School District 4 Blaine Elementary School 4 Inventory Buildi Gross Gross SCAP uia Building Building Instructional Recognized i Sq Ft sq Ft Sq Ft Site Building Inventory Rating ang Building Required Completed Condition Blaine High School Blaine Primary School Total 5q Ft Point Roberts Primary e Elementary School 2 NO 6 1 1 Building Inventory Summary Screen with Buildings View Site Map A To view the site area map click the View Site Map button If a Site Map has been uploaded then a separate Internet explorer window opens with the Facility Site Map Ifa Site Map has not been uploaded for the Site then a message pops up asking if you wish to upload a Site Map This message will appear each time until a Site Map is uploaded into ICOS Clicking No will close the pop up Clicking Yes will open the Add View Files screen in a separate accordion screen for you to upload the Site Map LI To print the Site Map click on the 3 button on the toolbar OSPI School Facilities amp Organization 31 Inventory and Condition of Schools ICOS User Manual To close the Site Map window click on the button in the upper right hand corner to close the window Note The system will not allow duplicate file names to be uploaded for a Facility Site Each file for the Facility Site must have a unique File Name 2 2 6 2 Add Buildi

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