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Electronic Property Information Mapping Service User Manual

1. 13 Login DetallSscscavistexresabede cines 11 Maintenance Tasks 57 MODDIFIG eta beri paa dd pc dn 79 Modernising Government White POD Cl bosco dn bistcuiiuuntid od add 9 My e PI MS iih tix rbERE E Ims 107 My Holding Summary 109 My Staging 96 112 Occupation Building Link 60 OGC property reference 123 Ordnance Survey OS Grid Reference eene 169 OS Grid accuracy 126 OS Reference eereee 55 Professional Advisors 126 Property Centres 122 Property Inspector Summary 98 Property Name 122 Property Search 120 Property Summary 97 134 Property Wizard Summary 97 Publish a Property Record 97 Publishing Holding Building or Occupation Records Publishing Property Records 97 Publishing Staging Records 96 Record States i a 124 REGION scocnibeldetedvnic opea xd 125 regional offices s 122 Related Deeds 54 Related Pictures 52 Renew Lease eene 5 UNCLASSIFIED Report Summary Screen 173 Results on a Map 124 Scheduled Tasks Options 111 SCIHei6Squabicet eem derodi aun i eds 150 Sea t bactetadencaiaiaseanicns 119 Search by Holding Property 121 search facilities 119 search for cr
2. Department p novation and Skills ur Hm BIS ADVISORY 7 Pa CONCILIATION AND Ls ARBITRATION SERVICE e PIMS gt gt All Properties Central Civil Estate Add to Results LH a eT a a UNCLASSIFIED UNCLASSIFIED Multiple e PIMS records may be found at the location clicked To see the other e PI MS records hover the cursor over the name of the e PI MS record in the identify callout The name will change to a drop down list appearance Bias h c p v 4 oa F E 4 CAS HOUSE All Properties Em 5 lIcentral Civil Estate oo iT A C AS HOUSE All Properties Central Civil Estate Bury St Edmunds CP England amp Wales Parishes MiniScale GER3 tif 1 im JD Name Click the drop down arrow to see the other e PIMS record names if any Click the other e PI MS record to see its details in the callout label box If you want to keep this identify result for later use click the drop down button on the right side of the callout label and choose Add to Results After a few moments an entry for the location should appear in the Results section of the left hand menu The Location will display the coordinates of the location clicked See Using Results for more on working with e PI MS records in the Results window To close the identify callout box that appears on the map click the close button on its upper right The identify callout will also be dismissed when the map z
3. Search by postcode C Search by address Postcode Address Source Great Britain C Northern Ireland Click here to create a foreign Landlord Close Search Landlord Address Search screen e PIMS Electronic Property Information Mapping Service Landlord Details Please enter the details of the Landlord below Click on the Save button to add the Landlord or cancel to close the window without saving Landlord Name AGE CONCERN Building Name Street No Street Name EASTGATE District Town County Post Code s2 Y Ive Holding Company Select one There is 0 previous version Date Not On File End Date Landlord Details screen After saving the new landlord details you will see the confirmation screen detailing the saved data Click the Amend button to change any details or Close and return to the Holding details screen If the landlord you want to add is overseas you will need to click on the Click Here to Create Foreign Landlord link to give it a location outside of the UK UNCLASSIFIED UNCLASSIFIED You can add contacts to the landlord details and also view leaseholds associated with a landlord The tabs at the top of the Landlord Details screen provide access to allow you to e view all contacts e add a new contact e view Landlord leases To add a contact complete the fields and click the Save button Your new contact will now display in the All
4. Wizard Summary Page 3 6 1 Adding to an Existing Record The Summary page is where you can add additional elements to the record click on any of the Add H buttons to create a new record for that property summary This will take you to the relevant Holding Building or Occupation page in the Wizard 3 6 2 Warning and Error Messages The Warning and Error Messages table in the Summary displays any missing information about any of the records The missing information is categorised as either e 4 Warning or e X Error Until any information with an error status has been added or amended the Property Record cannot be published from staging to the live database Annual verification also requires that all error and warning message are addressed UNCLASSIFIED Page 34 Version 5 15 August 2012 UNCLASSIFIED Only when all the Warnings and Error Messages have been fixed can you publish the record When you have fixed these you will see the Publish OGC button at the bottom of the Summary page Click this button to publish the Property Record to e PIMS Publish button 3 6 3 Information Messages The Information Messages table in the Wizard Summary displays information and advice which may make the published data more accurate This information is marked with an symbol The Information Messages table provides a description If necessary click the Fix button this will take you to the relevant page in the Property
5. Identify all main lease records where the lease has expired and the holdover flag is not set This should be a warning message Identify all sub lease records where the lease has expired a 51 19 25 31 and the holdover flag is not set This should be a warning message Vacant space ID xxxx is recorded as being available from a now but has a status of future or potential Please amend the status to actual or change the date of availability Each Main Lease must have Payment Dates Set Each Sub Lease must have Payment Period not set to Undefined A Property should have Postcode Area Street set may not always apply The Floor Area of the holding is greater than 10 000 m 36 38 Give warning For a Main Lease with a lease term greater than 10 v 39 years check breaks reviews exist where not indefinite Need to check each value and interval For a Sub Lease with a lease term greater than 10 years e 40 check breaks reviews exist where not indefinite or not known Need to check each value and interval Sum of floor area of all vacant space for a holding must A not exceed the floor area of the holding Vacant Space Status code O P M Outstanding Provisionally Satisfied and Marked for Disposal only included in analysis UNCLASSIFIED UNCLASSIFIED Rule Validation Check Status 41 For a Main Lease the rent per square metre should be typically in the range 100 to 600
6. Choose a value to filter the results returned by the Tenure selected Region All property records in England are assigned to a relevant Region defined by CLG Local Authority Choose the relevant Local Authority Use the Select All option of this field to return records for all Regions Choosing a different value will filter the results returned by the Region selected Flexi Search This field has a free text area and drop down menu letting you filter your results according to e Keyword e County e District e Description Holding Area The Holding Area field can be used to filter the results upon the area m of the holdings By default the All option of this field will be selected ensuring that records of all Holding areas are returned This is a numeric field and accepts a maximum of seven characters UNCLASSIFIED UNCLASSIFIED Building Usage The Building Usage field can be used to filter the results OS Accuracy There are four levels of OS Grid accuracy e evel 1 Accurate within meters e Level 2 Good within kilometres e Level 3 Approximate within several kilometres e Level 6 Missing property has no OS grid reference Professional Advisor This list allows for filtering of the results by one or multiple Professional Advisors within Cabinet Office responsible for the property record By default no option will be selected in this field ensuring that all results are returned 1
7. 13 2 1 Basic Property Search Remember that all text entry fields are case insensitive ie the search will ignore whether you have entered the criteria in upper or lower case letters Sector Departments are categorised by Sector By default the sector to which your organization belongs will be selected You can change this default setting in My e PI MS Settings by selecting either Enable Disable Sector List Filter and clicking Save Selecting a different sector will refresh the screen and automatically update the Department and Property Centre lists Multiple Sectors can be selected using the left mouse button with the Shift or Ctrl key However multiple items can only be selected one at a time since the screen will refresh with each selection Search by Holding Property By default the Property Search will look for holding information You can use the drop down list to search for e Property search for Property level details about Property Centres e Holding search for Holding level details about Property Centres e All Property search for cross Departmental high level data about all Property Centres Information is restricted based on your registration details Department This field will only display the Department s you have permission to view the details for Selecting a Department will refresh the screen and will update the Property Centre list Multiple Departments can be selected using the left mouse button with
8. The screen will refresh 4 Click on the To import your data click here link The screen will refresh again to display the Import functionality UNCLASSIFIED UNCLASSIFIED Step Action TM AS j i l e PIMS electronic Property Information Mapping Service GSI Test Version 5 5 3 4 OGC Property Lite Property Download i Financial Year 2010 11 Please select the sector department and property centre of the data you wish to export import Home Search Department WSEndand s New Adminis tration Reporting Tools Ii port ontons My e PIMS Import the file now and wait for the import process to complete Add the file to the import queue you will receive an email when the file has been imported Help Import Property Download screen with Import button 5 Click Browse navigate to the updated Excel file s location and click Open 6 Select whether you want to e Import the file now and wait for the import process to complete or e Add the file to the import queue you will receive an email when the file has been imported 7 Click the Import button 8 If there are errors in your Excel file e PI MS will not import it and you will see a Click here to view all errors link Click this to see the Import Property Errors screen i A TH e PIN inderreatian Mapping larka CSI Test Version 5 5 1 OGC Property Lite Import Property Errors Adminis tration Reporting Tools My a
9. This is to ensure that the floor space allocated to occupations doesn t exceed that of the building total The initial view displays floor space details for the current occupation only If you want to display details of all occupations in the property click on the Show All Occupations link at the top of the table To toggle back to viewing just the current building s data click on the Hide All Occupations except the current Occupations link The first and last columns in the table remain fixed in position but you can use the grey scroll bars to scroll horizontally and vertically to view all records in the table Occupations are displayed in the first column and associated buildings are displayed along the horizontal axis The current occupation details will be highlighted in yellow If the Building Occupation link contains many records your browser speed may slow down when scrolling To optimise your experience please wait for the Ready message to appear before typing into the text boxes Any over under allocation of floor space will display under the table It is not mandatory to ensure that all floor space is accurately allocated but it is recommended UNCLASSIFIED UNCLASSIFIED ePIMS Building Occupancy Link z Lf this Building Occupation Link contains many records you may experience some slowdown when scrolling In order to optimize your experience please wail lor lie Ready message lo appear belore typing inte the bestl bo
10. be displayed in the Measure window 4 The units and projection spatial reference of the coordinates will be based on the map used in the web application UNCLASSIFIED UNCLASSIFIED 9 3 3 Viewing e PIMS data on the map If you want to know about an e PI MS record on the map you can get more information about it using the Identify tool To identify an e PIMS record Step Action 1 In the Toolbar click the Identify button The button changes to a light background to indicate it is the active tool Click on the e PIMS record you want to identify An identify icon will be placed on the map at the location clicked A callout label will also be placed near the location with the name of the e PIMS record found if any T uA c op wm QU ACASHOUSE All Properties 6 He ze Central Civil Estate E To view details attributes for the e PIMS record click the grey down arrow at the right side of the callout label This expands the callout box to show the attributes of the e PI MS record a hyperlink to view the e PIMS record in Property Inspector the layer name and an option to add to results MEO 0 0 49 c E r6 HN Central Civil Estate mmn 2 ePIMS Property Ref mea 3 a Whew View Property E ECOBSUYN A C A S HOUSE r Mame Ly Town BURY SAINT EDMUNDS m 4 Sector Central Civil Estate b Department for Business
11. building or land and buildings e Tenure Type if you select Other you will need to complete an additional mandatory field Other Tenure Type e Holding Name e e PIMS Property Ref read only e Dept Property Ref read only e Dept Holding Ref e Sector read only e Department defaults to property value e Property centre defaults to property value e Default Floor Area Type e Floor Area sq m not necessary for Land Only holdings e Acquisition Date Lease Details will only appear for tenure types that require a lease when a relevant tenure type is selected the screen will refresh and an Add Lease button will appear at the bottom of the screen The following information must be provided for Ground Lease or Leasehold License Tenure types e Start Date e Expiry Date e Payment Period e Payment Frequency e Payment Terms e Rent Start Date e Landlord name Try to complete as much of the form as you can and provide as much information about the other optional fields If you have an arrangement where no rent is paid then select tenure type Other which allows options such as Rent Not Applicable to be selected UNCLASSIFIED UNCLASSIFIED Entering an e PIMS Record Property Wizard Lease Details fields You can also save details of breaks and reviews in this section See Section 3 5 for creating additional data at holding level including e land Parcel e Vacant Space e Creating New Landlord e Add
12. e Record State o C Current Holding ie live on the Civil Estate o H Historic Holding ie no longer on the Civil Estate but remains for audit purposes o F Future Holding ie a holding which will form part of the Civil Estate in the future 13 3 7 Sorting the Summary table The summary listing can be sorted by clicking on the amp arrows associated with each of the summary list s column headers Each subsequent click of the specific arrow will reverse the sort order based on the associated column UNCLASSIFIED Page 134 UNCLASSIFIED Generating a Summary report From the summary screen Step Action 1 Select which records to include in the report by selecting de selecting the checkboxes in the Inc column to the left of the Summary table 2 Select the appropriate report from the menu above and right of the summary listing 3 Click the View Report button This will open a new window displaying the report 4 From the Export Report to menu at the top of the window choose the appropriate format eg PDF 5 Click the amp button to generate the report This will refresh the window displaying the generated report or prompting you to save the file to your computer This process may take a few seconds to complete depending on the number of records in the report The report may or may not display in the browser depending on the whether your browser has the plug in associated with the selected format eg Acr
13. property unless Land Only e atleast one valid Occupation Record has been associated with the property and e all Information Errors and Warnings have been fixed Department users only For example if you begin to create a new property using the e PI MS Wizard and get to the Create Occupation screen and realise you do not have all the mandatory data to Save amp Continue to the Summary Page you will need to Quit Wizard In this example by clicking the Quit Wizard button your property building and holding data will be saved as Staging Records This Property Record will now display as a Staging Record in the My e PIMS area and will not be available in the main property Search or to other Departments until it has been published UNCLASSIFIED UNCLASSIFIED The Staging Property Record will only be available in the e PIMS Property Wizard search found in the left navigation New gt Property Wizard This search is different from the main property holding search in that it will search for Property Records saved as Staging Records as well as published records Once a Property Record has been published with at least one holding building and occupation you may need to add a new building holding or occupation You can easily do this via the Property Inspector and Property Wizard 10 2 Publishing Staging Records A Staging Record can only be published by completing all the mandatory information required for that particular Recor
14. such as the Email subject or Building name Clicking the Preview Email button refreshes the text editor view to give you a preview of how the e mail will look when sent Clicking the Edit Email button returns you to the text editor view When you are satisfied with the way your email looks click the Send Email button UNCLASSIFIED UNCLASSIFIED Benchmarking TM electronic Property Information Mapping Service Your name and eMail address Otlice ot Government Commerce Senders Name Loss Cul Senders Email Address louise giles amp cds co uk Send Email Preview Email Edit Save and Load email templates Saved templates You have not previously saved any Templates Template Save Name Save Template Clear Template Email Details Email Subject OGC Property Benchmarking Exercise Email Message 1 Paragraph Font Name Y Rea 7 Custom Links 3 PLEASE READ THIS IMPORTANT NOTE Below is a pre written e mail template It is fully editable to allow you to customise the message However the following information should remain within the body of the text 1 The submission deadline 2 The link to the survey 3 Link to Guidance and Help PLEASE DELETE THE ITALIC BOLD TEXT BEFORE YOU SEND THE EMAIL Dear House Committee As part of work currently underway to gain a better understanding of how effective BUILDING NAME is we would like to establish the views of building users as part of sur
15. 10 BZzZ U Z Z5 dr um Hy oy Ave T ay E E Open In Contribute i Publish To Website EF Post To Blog E Snagit S window E C16 Y fe Ll nic Property Information Mapping Service Property Lite Export File Export Options Document Info Sector NHS Bodies Download Date 10 08 2010 11 32 Department NHS England Downloaded By LG_CDS Property Centre NHSE YORK NHS TRUST Export Row Count 1 GUID 832f20d9 35a5 4e83 9163 be2a0b4f2213 xls Section 2 Add New Lite Properties Se Department Property Ref property Name v Ez Yv M gt Di Update to Lite Properties S Add New Lite Properties Export Help 4 of Ready A LS Street No Street Name District Grid Refe M M Exported Excel file There are 3 tabs on the Excel file e Update to Lite Properties use this tab to amend any existing properties e Add New Lite Properties use this tab to add new properties to e PIMS e Export Help this tab gives you read only guidance on how to complete all the cells in the spreadsheet When you have updated the Excel file offline you can then import it to e PIMS at a later date To do this Step Action 1 Click New gt Property Wizard Lite from the left navigation You will see the Property Lite Wizard screen 2 Click the import export Properties button You will see the Property Download screen 3 Select the relevant Sector Department and Property Centre from the drop down menus
16. Area type and size e Building Type e Building usage Click Save amp Continue to move onto the Occupation screen If the Building Usage Type is set to Warehouse you may also want to complete the warehouse details that appear when the page is refreshed UNCLASSIFIED Page 24 Version 5 15 August 2012 UNCLASSIFIED 3 3 4 Occupation Screen Each Holding should have at least one Occupation Record relating to the holding owner referred to as the owner occupation This is created automatically by the e PIMS system so there is no need to create it when you first create the record After filling in the building screen if applicable you will be taken to the Summary screen However if you want to create multiple occupations e g a sublet or MOTO then you can create these from the Summary screen by clicking on Add Occupation The total floor area of the auto created owner occupation will need to be adjusted if other occupations are added The Create New Occupation screen will expand to record lease information for occupations marked as Sub let and MOTO occupations A MOTO is a lease agreement between government departments Create New Occupation Create Occupation far Property Holding I00151 a ccupalian Type 4x Mrrupalinn Name amp e PIMS Property Rel 015 Dept Properly Rel e PIMS Halding Aet E Dent Holding Ref 3 E PINS Occupation Ref Depi Occupalian Rel 4 Occupalian Usage F
17. Benchmarking programme using the Select Programme drop down menu 17 2 1 Building Selection panel You can filter the results by selecting the appropriate filter and clicking the search button to display results that are e In Scope Included e n Scope Excluded or e Out of Scope Click the Reset button to clear all search criteria and begin a new search of another Department UNCLASSIFIED Page 187 Version 5 15 August 2012 UNCLASSIFIED Benchmarking 17 2 2 Property Centre Breakdown panel Clicking the Breakdown button expands this panel to show a breakdown of data for each of the properties Clicking the Close Property Breakdown button closes the expanded panel 17 2 3 View Building Surveys column Clicking the view button in the View Building Surveys column opens the Manage Your Surveys screen TM electronic Property Information Mapping Service Manage Your Surveys Building Details Department Cabinet Office Property Centre Name Cabinet Office Property Occupation Name 70 WHITEHALL 70WH OGC Reference No 21012 Town LONDON Building Manager Survey Building Manager Survey Enter Survey User Survey Choose ONE of the following methods to obtain the views of staff on their office environment 1 House Committee Survey email the chair of the House Committee Send Email 2 Staff Survey email staff survey N B Insert a comma between email addresses Send Email 3 House Committee Survey comple
18. Location to be taken to the Property Wizard 3 4 Entering Property and Lease Details Step 2 Detail must be completed for all levels to complete a record one property address details one holding lease details landlord and tenant details one building building usage benchmarking data required unless record is classed as land only one occupation details of sublets or MOTOS UNCLASSIFIED UNCLASSIFIED Entering an e PIMS Record Property Wizard 3 4 1 Property Screen The property screen requires basic address information most of which will be auto populated from the search wizard Mandatory fields are highlighted in yellow Blue fields are read only and white fields are optional Fill in the as many fields as possible and click Save amp Continue to move to the next screen If you try to Save amp Continue without completing all the mandatory data you will be reminded to complete any outstanding mandatory details TM e PIMS electronic Property Information Mapping Service GSI Test Version 5 5 2 Property Wizard Search Property fer Create Property fg Create Holding ff create Building eu Create Occupation Create Property Please enter the details for the new property n records information about the property A property is defined as a separate unit comprising an atio O w 1 HIRST STREET 1 Street Name HIRST STREET Post Town MRFELD v Kirklees District B Post Code WF14 8NS Yorkshire
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20. Messages and Information Messages tables The validation rules and statuses are displayed in the following tables Rule Validation Check Status 1 Property must have at least one holding X 2 Must be at least one building 3 Must be at least one occupation for each holding for the X property 4 Must be at least one building for each Property Centre K assigned to a holding 5 Each holding of tenure type L O G S must have a X main lease 6 Each occupation of occupation type M L S must have x a main lease 34 The Holding Area is less than the sum of related x occupations 85 A Property should have Postcode Street set 30 86 One or more Land Parcels for the Holding does not have Xx a Boundary defined 87 The holding does not have a Land Parcel specified 3 7 Property Record must have an OS Grid Reference set A UNCLASSIFIED UNCLASSIFIED Rule Validation Check Status 8 A property must have a Town set A 9 Each building must have a Floor Area specified A 10 Each building must have a Building Usage specified 11 Each building must have a Building Type specified A 12 For a given Property Centre the sum of all the building A area should not exceed the sum of all holdings for the Same Property Centre 13 Each holding must have a Floor Area specified 14 Each holding must have a Floor Area Type specified 15 Each Main Lease must have a non zero current rent A value If MOTO possibly no Rent 16 Each Main Lea
21. Once a Staging Record has been deleted from it CANNOT be recovered If you accidentally delete a Staging Record you will need to re input all the data in the Property Wizard by creating a new property holding building or occupation 10 2 5 Warning and Error Messages The Warning and Error Messages table at the bottom of the Summary page displays any missing information about any of the records The missing information is categorised as either e A Warning or e x Error Until any Missing information with an error status has been added or amended the Property Record cannot be published UNCLASSIFIED UNCLASSIFIED If you are a Departmental user you must also fix any Warnings The Warning and Error Messages table provides a description of the error click the Fix button This will take you to the relevant page in the Property Wizard where you can amend the data 10 2 6 Information Messages The Information Messages table in the Wizard Summary displays information and advice which may make the published data more accurate This information is marked with an amp symbol The Information Messages table provides a description if necessary click the Fix button or Accept you will have to enter your name and the date to show you have read the message 10 2 7 Validation Rules Missing Information is recognised against a set of validation rules If a record fails any of the rules they will be highlighted in the Warning and Error
22. Shift Each click of the minus key on numeric keypad only zooms out by a fixed amount Hold the Shift key down and press the Minus key Shift These keys move the map Home Up Page Up a small amount with each click Arrow keys move T vertically or horizontally Left Right Home End PageUp PageD pan the own move diagonally To map P i use these keys ona End Down Page numeric keypad turn off Down the number lock Num Lock key Py UNCLASSIFIED UNCLASSIFIED Section 10 Staging and Published Records 10 1 Staging and Published Status Staging Records in e PIMS are created when information about a property holding building or occupation is incomplete For example if you attempt to create a new property but do not have all the mandatory information required to complete and publish the record rather than having to re input all the data at a later date the data will be saved as a Staging Record You can then go back to the Staging Record and complete the Wizard process when all the information is available When a new Property Record is created using the e PI MS Wizard it will be initially labelled as a Staging Record until all mandatory information has been completed and the Record has been published A Property Record can only be published when e atleast one valid Holding Record has been associated with the property e atleast one valid Building Record has been associated with the
23. Space e PIMS Relationship Diagram UNCLASSIFIED Page 19 7 Version 5 15 August 2012 UNCLASSIFIED Section 19 Glossary of Terms ALA Agent s Letting Area Browser An application used to view and navigate the World Wide Web and other Internet resources such as Internet Explorer CECA Civil Estate Co ordination Agreement CECP Civil Estate Co ordination Protocol CLG Department for Communities and Local Government Classic e PIMS The old blue style interface used prior to 2006 Demands Requirements relating to property submitted by Departments eg Space Required DTLR Department of Transport Local Government and Regions e PIMS Electronic Property Information Mapping Service Favourites A URL is saved as a favourite in your browser for quick access UNCLASSIFIED UNCLASSIFIED Forms Electronic forms are used to collect data you input into e PIMS For example the Wizard uses form fields to collect data about properties holdings occupations etc Geo Object Geographical Object GIA Gross Internal Area GSI Government Secure Intranet GUI Graphical User Interface Home Page The top level main page of e PIMS and the default page displayed when you login Left Navigation A list of menu options which when clicked reveal links to pages contained in e PIMS My e PIMS An area in e PIMS where you can change your settings and view information about your account
24. Space Friendly View that is available to other department users when they search for Vacant Space on e PIMS This enables others to look at the photograph and the particulars so markets the space more effectively To attach a document to your Vacant Space record Step Action 1 Once you have created the Vacant Space record click on View to expand the details 2 Click the Attached Documents Property Particulars Related Pictures link at the top of the Vacant Space panel 3 A pop up box will open asking you to browse to the relevant document you want to attach Please note you can upload multiple documents and pictures if you upload more than one image you will be asked to select the primary image ie the one you would like to be displayed on the vacant space friendly view 4 Click Save UNCLASSIFIED UNCLASSIFIED 5 3 Searching for Vacant Space All users on e PI MS can search the entire database for vacant space records Step Action 1 Navigate to the left hand menu click Search Vacant Space 2 A search screen will display enter the relevant details and click Search 3 A summary of the vacant space records will appear Clicking on View will open a printer friendly version with links to the property particulars if available Users with the correct permissions will also be able to enter the vacant space record from this screen and select the primary image ie the one to be displayed on the vacant Space printer f
25. Summary Page will tell you what needs fixing before the record can be published To publish a Property Record Step Action 1 In the left navigation click My e PI MS gt Staging area to open the My Staging screen Click the View button amp amp in the Property Summary table for the Property Record you want to publish This will open the Wizard Summary screen Amend any mandatory Missing Information by clicking the Fix button Click the Publish button UNCLASSIFIED UNCLASSIFIED When the record has been successfully published you will see a notification message and your Property Record will display in the Property nspector Once a Property Record is published any subsequent amendments to that record will automatically be saved to the published record If you create a new holding building or occupation for a Property Record these will appear as Staging Records before being published 10 2 3 Publishing Holding Building or Occupation Records Staging Records will exist for new buildings holdings or occupations associated with a Published Property These can be amended using the My e PIMS Staging Summary page and also from the associated Property Inspector Summary Page If a Property Record has been previously published and you create a new occupation holding or building the Occupation Record will be saved as staging if the data is incomplete Clicking the View button next to a holding building or occupation wh
26. Wizard where you can amend the data Alternatively you can Accept the information message you will be asked to input your name and the date to indicate that you have read the message UNCLASSIFIED UNCLASSIFIED 3 7 General Information on Property Wizard A property record consists of a property level holding land or building or both and an occupation level It also has an associated Postal Address File PAF which is a unique reference on a map If buildings have multiple occupancies the e PI MS records are usually maintained by the major occupier See Section 15e for more information Each property may have one or many holdings that relate to the Departmental ownership within the property but typically there is only one building per holding department The holding can have a main lease if it is leasehold details of vacant space associated occupations and details of any sub lease or MOTO Memorandum of Terms of Occupation Before a record is published all mandatory information about the property holding building or occupation must be entered If there is incomplete data for a record it will be saved as staging data You can find more information about staging data in Section 6 of this guide There are several steps involved in creating a new Property Record including e conducting a Property search e entering property details and e entering holding building and occupation records Data Field Colours The fo
27. You can find this in the left navigation MOTO Memorandum of Terms of Occupation NIA Net Internal Area UNCLASSIFIED UNCLASSIFIED NDPB Non departmental Public Body OS Ordnance Survey PACE Property Advisors to the Civil Estate PAF Postal Address File PFI Private Finance Initiative Property Inspector The interface where you can view and amend all published property records Property Wizard Allows you to add and amend information relating to Properties Buildings Holdings and Occupations Read only Form information that can be only viewed not amended SLA Service Level Agreement SSL Secure Sockets Layer UNCLASSIFIED UNCLASSIFIED Staging Records Information that has been entered into e PIMS but is not yet published because there is some missing information Other Departments cannot view your Staging Records and they do not appear in search results TOID Topographical Identifier URL Uniform Resource Locator Vacant Space Vacant Space is unoccupied space that a department could let to another department UNCLASSIFIED UNCLASSIFIED Section 20 Index Account Details 108 Address Wizard 171 Advanced Search 125 Advanced Search Criteria 125 agerncleS ssvicixe vaxwiD ca aad ciet 122 Amending Property Data 55 Attached Documents 52 Attached Notes 50 auto
28. aa m onu de at a die sais 196 18 3 e PIMS Data Relationships Diagram eene 197 Section 19 Glossary of Terms cce eenn nennen nn nn nne 199 Section 20 1 n dex ustustidstkekpuduEMEC ERE REDE EREER VR METRE MUN E MEE MEE 203 UNCLASSIFIED UNCLASSIFIED Section 1 Introduction to e PIMS 1 1 About e PIMS In response to a Modernising Government White Paper initiative the Cabinet Office developed an electronic Property Information Mapping Service e PI MS of government s civil estate occupations e PIMS has been developed to provide users with online access over the Government Secure Intranet GSI to the database which will enable them to update their own property information and to view the central civil estate as a whole on an electronic map An Internet version of e PIMS is also available for those Departments and Agencies who have problems gaining access to the GSI or who need more flexible access to e PIMS Departments must sign the Internet Service Level Agreement SLA and agree to de classify their data from the current restricted commercial level The Internet version incorporates additional security features such as 128 bit SSL encryption similar to on line banking sites and additional firewalls In response to the Gershon Efficiency and the Lyons reviews HM Treasury issued DAO Gen 08 05 on the 4th July 2005 This mandated the use of e PI MS for all Central Civil Department
29. ad ict ae dra DER QR reap ordo pan 7 2 19 Finance INIONMAUON arresi e vr vela re sede Cerca c uma 7 3 Additional Building Data Benchmarking on the BUHAN SCEOOlTsseiasss veda xs ebdniidei eap rss Tewtp rt citt Rie cnet cieli reca i a Pre 1 34L Benchmarking Date scsiaeediokd ie ad sag upbr eDEM VURULEDIA d DIAS dedu 7 3 2 BUIIGING data export OO i 2 5 vbt rx PRR Ra ra PR VOR El 7 4 Benchmarking Data at Occupation Level 7 4 1 Occupation Benchmarking Data eese 7 5 Creating Additional Holdings Building or Occupations to an EXISUNG ROeCOLO rosana edbenbsd estin eT iode epe pecca edoc a ead Qt bid 7 6 Property Inspector Summary Screen sssssssrssesrrrrsrrrrrrrrrren 7 6 1 Warning and Error Messages esesssen n 7 6 2 Information M SSAQGES cece ceee cece esse nnn 74543 Valdaat r RUGS si sbaddeb kr dd dcinde obe Caci a eb eed db ea UNCLASSIFIED UNCLASSIFIED Section 8 Property LIt serranas DoD aD RON OM RU I RD RA RR CH D HC RR 71 PrOD WiZarO FICC Sei oteadaa et ub AER RATER OS I DEVI ELA DORT oe PRU 71 8 1 Inputting Lite Records through the e PIMS Interface 71 8 2 Using the Import Function to Upload Lite Records 74 8 3 Using the Export Function in Property Lite seeeseee 77 Section 9 Mapping eive 0019 98 9 6X 80 DOCU E GR OS ERO EROR AKONO KANAKA NANA KONDI 79 A LOVE VIEW MTM cnm 79 9 2 ESrE hand
30. can view the Benchmarking Service Manager Console by clicking the Go io BSM Console button on the Programme Maintenance console c ARS e PIMS electronic Property Information Mapping Service GSI Test Version 5 8 6 l OGC Benchmarking Service Manager Console Go to Programme Maintenance Manage Participating Property Centre s for this Programme Home Select Programme Search Select Programme Office under 500 sq m 2010 M New SUBMISSION DEADLINE 16 07 2010 Administration m Building Selection Reporting Departments Department for Education Tools Property Centres Select My e PIMS TT s View Buildings In Scope Included C In Scope Excluded C Out of Scope Help Reset Refresh Property Centre Breakdown Property Centre Buildings Incomplete Complete Building Breakdown Performance Performance Managers Data Data Emailed CHILDREN amp FAMILY COURT ADVISORY amp SUPPORT SERVICE 24 DFE CHILDREN amp FAMILY COURT ADVISORY amp SUPPORT SERVICE 24 24 0 0 enais CENTRAL DFE CHILDREN amp FAMILY COURT ADVISORY amp SUPPORT SERVICE 27 27 0 0 n NORTH OGC 2009 All information is subject to change e PIMS Government Departmental Access to the Civil Estate Core Property Database Unauthorised access to this computer is a criminal offe ence under the Computer Misuse Act 1990 OGCServiceDesk cabinet office qsi gov uk Benchmarking Service Manager Console screen Select the relevant
31. click on the View button associated with the relevant record e View amend property e t View amend holding e ll View amend building e 8 View amend occupation To view a Staging Record the Property Wizard interface will open in a new window 11 5 2 Deleting Staging Records Once a Staging Record has been deleted it CANNOT be recovered Deleting a Staging Record will permanently remove the data from e PIMS You can delete any item listed by clicking on the button associated with the relevant item e tm Delete property e tw Delete holding e amp Delete building e tt Delete occupation UNCLASSIFIED UNCLASSIFIED 11 6 Data Validation The Data Validation area of My e PIMS displays any data errors associated with properties that have been uploaded to live status Use the drop down lists to select the properties you want to view When you have selected a Department any associated property centres will automatically appear in a further drop down list You will only have access to departments or property centres that your account is associated with The Data Validation summary table will detail any errors warnings or other information that needs validating or amending to ensure the Property Record conforms to e PIMS validation rules You can access the Property Wizard by clicking the View icon to enable you to amend any of the errors or warnings 11 7 SLA Verification The SLA Verification area of My e PIMS displa
32. entry 76 The sum of Catering Costs and Vending costs is more o than the Catering and Vending costs Please check the accuracy of the data entry 77 The sum of Reprographics costs central costs and o Reprographics costs Distributed costs is more than the Reprographics Costs Please check the accuracy of the data entry 78 The sum of Archiving costs On site and Archiving v costs Off site is more than the Archiving costs Please check the accuracy of the data entry 79 The sum of Security Costs Staff Costs and Security Costs Equipment and Maintenance Costs is more than the Security Costs Please check the accuracy of the data entry 80 The sum of Cleaning Costs Interior and Cleaning Costs Exterior is more than the Cleaning Costs UNCLASSIFIED UNCLASSIFIED Benchmarking Validation Status refers to a Building screen data only Please check the accuracy of the data entry 81 The sum of Water Costs and Sewage Costs is more o than the Water and Sewage Costs Please check the accuracy of the data entry 82 The sum of Electricity Costs Gas Cost Fuel and Oil o Cost and Other Energy Costs is more than the Total Energy Costs Please check the accuracy of the data entry UNCLASSIFIED UNCLASSIFIED Section 11 My e PIMS 11 1 My e PIMS Overview My e PI MS holds information about your account activity and allows you to customise your settings My e PIMS consists of six areas About contains an overview of your
33. new location can only be added once the demand has been saved For this reason locations can only be added after you have saved the demand UNCLASSIFIED UNCLASSIFIED 12 1 2 Creating Demand Locations To add a Demand location you can either e Add your own Demand Location or e Select a location from the location reference library this uses a list of pre defined search locations held in a map reference library within e PIMS To define your own Demand location Step Action 1 Click Add Demand Location This opens the mapping Demand Location Wizard 2 Click the Define New Polygon IC or Radius icon in the tool bar The cursor will change to a 3 To plot the boundary choose the first point and click then the second point and click then the third etc The boundary line will build up in line with the plotted points To complete the boundary double click on the last point This will display the boundary on the map 4 When you have added all boundaries click on the E Save the extent s and return to the Demand Detail Screen icon in the tool bar 12 1 3 Creating a Demand from the Reference Library To create a Demand location from the reference library select the appropriate option from the list of pre defined towns and regions in the Select a location using the location reference library drop down menu Use the Map icon that appears above the defined search locations to view all defined demand locations on t
34. of the event concerned the department should make any necessary changes to e PIMS UNCLASSIFIED UNCLASSIFIED High Risk Cabinet Office Leads on Co ordination If an event is classified as High Risk it means that e Other departments have events in a similar timescale and location and e there is substantial potential for achieving gains savings from a coordinated approach to these events and or a substantial risk attached to a failure to do so The potential for high market impact would also justify a classification as High Risk Cabinet Office issues a notification nine months before the event This gives details of the other relevant events However under High Risk Co ordination Cabinet Office will e take the lead in initiating and catalysing Co ordination and e contact the affected departments to discuss and agree the best way to develop and implement a strategy Upon completion of the event concerned the department should make any necessary changes to e PIMS e PIMS includes details of Vacant Space and Demand records which also generate events These are included as part of the Estate rationalisation process Demands Departments should notify Cabinet Office of any new requirements as soon as the requirement becomes known Cabinet Office will e record this information in e PI MS e check other sources for any opportunities on the civil estate for the re use of surplus space and e advise the departmen
35. ow ept Property me a J Dep ACANT OG FFICE OF fice of STREET GOVERNMENT sovernment BE amp I IMMERCE merce J J J J J ff if sovernment c mmerce FFICE OF Mice o OVERNMENT jovernment E 4 IMMERCE merce f RESIDU Tice 0 J ernment AC ANT merce j FFICE OF fice of OVERNMENT jovernment COMMERCE mmerce J Mice of ACANT hiini merce fice o NT jovernment ads merce f f s mce of l 3 r OU Reo L I merce s 143 00 ibaa Scheme Summary 13 6 5 Scheme Maintenance The screen is spilt horizontally into three parts top middle and bottom Scheme Maintenance Top This lets you maintain summary information about the scheme and the lead event which resulted in the scheme being created etal Sche i s Scheme Details for scheme 15 dn Creates Semema CARTERET BTREET 11 Top Scheme maintenance Cabinet Office and Department User notes are available All users will be able to view all schemes Only Cabinet Office Users will have rights to modify High Risk Schemes Cabinet Office and Department users will have rights to modify Medium risk schemes UNCLASSIFIED Page 154 Version 5 15 August 2012 UNCLASSIFIED Searching e PIMS Scheme Maintenance Middle This part of the screen lists all events in the scheme so you can navigate to related CECA data as appropriate This takes you to a Related Event Search using the lead event as the basis for compar
36. per m for London and between 50 and 400 elsewhere 42 For a Main Lease the rent per square metre should be 4 typically in the range 100 to 600 per m for London and between 50 and 400 elsewhere 43 For property if grid accuracy is set to 3 issues a warning stating it would be preferable if the location of the property was set more accurately Use the Validate button on the Property Maintenance screen to validate and improve the accuracy of the property s location 44 The building should have a Building Type specified other v than Not Known 46 For a given Property Centre the sum of all the building uo area should equal the sum of all holdings for the same Property Centre with a small tolerance 1m See also rule 12 52 Identify all Main Lease records Information message to appear for all leases that have expired but have had the holdover box ticked for 12 months or more If a new lease has been negotiated please renew the lease details by clicking on the review button of the holding screen Please Review If the property has been handed back to the landlord please mark the building as historic 53 Identify all sub lease records Information message to appear for all leases that have expired but have had the holdover box ticked for 12 months or more Please review If a new lease has been negotiated please renew the lease details by clicking on the renew button on the holding screen If the property has b
37. property are not displayed in the e PI MS Property Results table click Can t find what you re looking for This just means that details of this property have not already been entered onto e PIMS A list of addresses will appear click on the Use Address icon next to the property you want to use 6 If the details for your new property are still not returned in the Address Results table you can still add a property by selecting Click here if none of the above properties match at the bottom of the Search Results This will take you straight to the Create Property screen Using the Map to choose the location Step Action 7 On the left hand menu click New Property Wizard Minimise the address window leaving the map open on the screen 8 Click the 4j Create Property from Point icon from the mapping tools and select a point on the map when you click this you get selection of properties in that area UNCLASSIFIED UNCLASSIFIED 9 Click Use Property to return to the Property Wizard 10 Alternatively if you cannot navigate to the location you need on the map you can click the ll Place Finder icon and enter a town or full postcode You will see a set of search Results Place Finder Action To Map KETTERING DERBYSHIRE HOUSE LOW 102602 Place Finder Search Results Click To Map to be taken to a more detailed map of the property From here you can click the Fil Create Property from Point icon and then Use
38. property s Town or Postal District It is an alpha numeric field that accepts a maximum of 40 characters UNCLASSIFIED UNCLASSIFIED Postcode The postcode criterion is split between two fields the first one relates to the postcode area the second to the Postcode Street These fields are alpha numeric fields accepting up to a maximum of 12 and 6 characters respectively e PIMS Property Reference This is the internal property reference number assigned to each Civil Estate Property record This is a numeric field with a maximum of 6 digits Department Property Reference Entering a value against the Departmental Property Reference will return records matching the Departmental Property Reference from the relevant Holding record and occupation tenant records Related Land Ticking this box will return Land records associated with each result Exact Matches Only Ticking this box will ensure that the search will be performed using any textual criteria exactly as they appear as entered For example if the Town has the value Chester specified and the Exact field is ticked the search will return results matching only Chester If the Exact field is not ticked the search will match results from Chester Manchester Colchester and so on As a rule this field should be left unchecked to provide a more inclusive search UNCLASSIFIED UNCLASSIFIED Results on a Map This checkbox if checked will return the search results on a
39. the Shift or Ctrl key However multiple items can only be selected one at a time since the screen will refresh with each selection UNCLASSIFIED UNCLASSIFIED Property Centres Each Department has one or many Property Centres depending on their management of the Civil Estate they are responsible for Each Property Centre may have separate agencies under the main parent Department eg Driving Standards Agency within Department for Transport A Property Centre could also have regional offices such as Department for Work and Pensions By default no Property Centre option is selected so results are not filtered Multiple Property Centres can be selected using the left mouse button with the Shift or Ctrl key Property Name Every record in e PIMS has a Property Name This may not be unique across all the Civil Estate but your selection will return all those that match all the search criteria entered You can specify all or part of the name you wish to search for For example searching for St will return results with Street and Station amongst others in the Property Names The Property Name field accepts alpha numeric characters and has a maximum length of 60 characters Road This relates to the name of the street or road the property is located on It is an alpha numeric field that accepts a maximum of 100 characters The number of the property should not be entered in this field Town City This field relates to the
40. the Search button to return event records Clear Clicking on the Clear button returns the search screen to the default status 13 5 3 Event Creation Events are created automatically by e PIMS at regular four minute intervals and the co ordination status is set to Outstanding Currently events are created for e Acquisitions e Break e Demand e Disposal e Expiry e Review e Vacancy Expiry Break and Review events are created ten years in advance All other events are created when the core data is saved PFI related holdings do not create Review Lease Expiry or Break events 13 5 4 Outstanding Event Notification A weekly report is prepared detailing all outstanding events two years in the future and e mailed to the relevant Professional Advisers The e mail e lists all outstanding events and e allows navigation directly to the relevant events Alternatively outstanding events can be returned from the main event search screen as detailed above UNCLASSIFIED UNCLASSIFIED Searching e PIMS 13 5 5 Event Summary The summary screen lets you navigate to Event maintenance and is displayed as a result of an event search OG PIMS gt Property Information Mapping Service e KETTE LET rea m Rex a heme Town aruSord TE F amp A PF E a E a 08d E Tw 7 NN Event Search Results Summary This summary screen allows you to e print selected events to the default event report e navigate t
41. the table to view further records You can change the default number of displayed records by changing your e PIMS settings 11 4 e PIMS Settings The e PI MS Settings screen lets you customise various e PIMS settings such as e search options UNCLASSIFIED UNCLASSIFIED e page options and e Scheduled tasks 11 4 1 e PIMS Search Option Settings Page Search Results By default the page results option is selected and returns your search results and holding records as a set of pages rather than displaying all results on one page You can deselect this option by clicking on the checkbox tick to return results as one list Your holding summary table will also adopt these settings If you have many records or your search results are numerous the page loading time will increase if you choose to display all records in one screen For this reason the default value is set to 10 Records per Page If you have Page Results selected you can determine how many records are displayed in the results table by entering a value between 1 and 500 Show Results Counter If you select to view the results counter the number of possible results that may return from a search will display on the search screen as you filter your search options By default this option is not selected as it can cause an increase in page loading time if there are many results to display Enable Sector Filter If you hold a Departmental user account by default you
42. this library click View and maintain your own personal Search Location Library To use a search location from the reference library select the region or town from the table 13 2 4 Property Search using Mapping To use Mapping in the Property Search Screen click on the map icon on the right hand side of the screen Mapping icon When you access the Property Search Map by default it displays a map of the whole UK UNCLASSIFIED UNCLASSIFIED To open the Results window The Results panel expands automatically after performing a search or after you choose the option to add e PI MS records found with the Identify tool to the Results panel You can also expand Results by clicking its down arrow in the left hand menu If you open Results before doing any search or Identify the Results panel will be blank You can collapse the Results panel to its title bar by clicking the collapse icon You can resize the height of Results by clicking and dragging the bottom of the Results section If Results is re opened previous results will still be visible along with any new ones just found Navigating the Results window After doing a search click the Identify button o9 and select Add to Results to add an item to Results You can refer to use this item at a later time If you do another search or add another result from Identify the new results items are added to the top of the list in Results Previous items remain in t
43. units for measuring distance by using the drop down list in the measure window You can also change units after completing the measurement UNCLASSIFIED UNCLASSIFIED 7 At the last point double click to end the line The Total Length displays the length of the line including all segments if multiple ones were drawn You can change the units drop down list to see the same line expressed with different units 8 To draw a new line click on the map to start the new line This erases the previous line 9 To erase the line from the map click any of the measure type icons in the Measure window If you click any other tool in the toolbar this will close the Measure window and any line or polygon will also be erased To measure area Step Action l In the Toolbar click the Measure icon This opens the Measure tool window 2 Click the Polygon icon t3 rhe Polygon icon is outlined to show it is the active type and the window changes to show information on measuring polygons Measure Perimeter 97 508 Miles Area 360 403 Sq Miles Nd Measure tool window Polygon 3 Set the units for measuring distance For polygons the measured area displays in the Area Units and the perimeter displays in the Distance Units 4 Click the left mouse button at the first point in the polygon As you move the mouse from this location you will see the line stretching to the current position UNCLASSIFIED UNCLASSIFIED
44. user account information Holdings displays Holdings associated with your user account Settings customises the Search display task and default options Staging Area displays Property Holdings Buildings and Occupations held as Staging Records Data Validation summarises any data errors SLA Validation summarises any data errors relating to the e PI MS Service Level Agreement SLA 11 2 About My e PIMS You can access About My e PIMS from the left navigation by clicking My e PI MS gt About This screen uses the classic blue interface and will open in a new browser window UNCLASSIFIED UNCLASSIFIED 11 2 1 Account Details Your account information is displayed on the About screen and details your e User ID The name used to log in with e User name The name of the account holder e User type The type of user account you have e Role description detailing what level of role you have in e PIMS e Email address The email address that is assigned to your account e Contact telephone number and e SLA Signatory The screen also outlines the permissions you have including e your ability to view sensitive data e whether you are a SLA primary contact e your ability to update OS grid references e whether you are an administrator e whether you are a developer e a description of what you can do with the CECA data and e high level permissions if users has read amend access and to which prope
45. view either area as you work You can resize expand and collapse sections of the left hand menu as needed Click the e down arrow ESSE to expand a section and e Up arrow EE to collapse it to its title bar UNCLASSIFIED Page 80 Version 5 15 August 2012 UNCLASSIFIED 9 2 1 E PIMS settings Depending on how you access the mapping feature you can load property records such as Civil Estate Other Sectors and Vacant Space by clicking the amp button in the left hand menu The My Search Results dropdown remembers your searches for the past day so you can revisit them easily The Great Britain Mapping opens a new window and takes you to the Ordnance Survey website Displaying layers on the map The Display configuration tab lets you turn various layers on and off in the map view These are grouped under headings which you can expand and collapse using the plus and minus keys to the left of the text for example e e PIMS e Ad hoc information e E PIMS Land e Mapping note that turning this off switches off all mapping A check box next to the layer indicates whether the layer is currently turned on When you click the check box next to the layer name to turn the layer on or off the map automatically redraws to reflect the changes in layer visibility Some layers may not be visible at the current map scale zoom level and so may be greyed out for example the Parish and Electoral divisions These layers are called sca
46. 10 2 Tenant Search Completing the form fields and clicking the Search button will display the Tenant Search Summary The View button to the right of the results will display any tenant details contacts or tenant occupations for that tenant record 13 10 3 Create New Tenant From the e PIMS Tenant Search Results page you can click the link to Add a new Tenant to e PI MS New tenant details are described in Section 5 6 2 New Tenant details UNCLASSIFIED UNCLASSIFIED 13 10 4 Vacant Space Search You can access the Vacant Space search from the left navigation menu by clicking Search gt Vacant Space You can also access this page from the e PIMS Mapping area You can search for vacant space recorded on e PIMS All vacant spaces that satisfy the search criteria are shown except those that have been indicated as Sensitive by the owning department Sensitive data can only be viewed if the user has been granted permission to view sensitive data You will be able to e select a range of criteria for the search e display the results as full or brief textual information and e display the results as a location on the map OGC e PIMS Search Vacant Space Basic Search Vacant Space No e PIMS Property Ref New Sectors Select All Central Civil Estate NHS Bodies Local Government Administration Reporting Departments Select All Tools Advisory Conciliation amp Arbitration Service Attorney General s Off
47. 3 2 3 Add a Map Filter This area enables search criteria to be defined from the e PIMS maps This enables searches based on the preferred locations for the selected demands Map based criteria can be used in conjunction with the text based criteria above To define the search area you can use either of the two drop down menus e Search Locations uses a list of pre defined search locations held in a personal map library within e PIMS e Region lets you choose a specific Region on the maps you can then save this location to your personal Search Locations library UNCLASSIFIED UNCLASSIFIED To define your own search location Step Action 1 Select a region from the drop down menu 2 Enter a search description in the Location wizard 3 Click on the polygon tool lO and click points on a map to define a boundary Double click to complete the boundary polygon 4 Click the sae button The Search screen will now refresh with your selected Search location Add a Map Filter View and maintain ur own rsona rch cation Libra Choose existing Search Boundary Create a new Search Location Select a Search location from the reference library below Select a Go Region to use the Map Search Locations Please Select Go Region Your selected Search Locations Your selected Search locations panel 6 Each time you do this your search will be added to your personal library To view amend and delete searches from
48. Administration Department cos Test Department Reporting Property Centre cos Property Center 5 Panels to Download Tools Additional Building Details My e PIMS Environment Help E Space Employees amp Workstations l Additional Occupation Costs l Building Operation Costs C Building Occupation Costs E Display Energy Certificate Export 5 OGC 2009 All information is subject to change e PIMS Government Departmental Access to the Civil Estate Core Property Database Unauthorised access to this computer is a criminal offence under the Computer Misuse Act 1990 OGCServiceDesk cabinet office qsi gov uk Building Data Export screen You can export the data as an Excel spreadsheet by selecting the relevant Sector Department Property Centre and Panels and clicking the amp Pert button 17 3 1 View Building Record column Clicking the view button in the View Building Record column opens Property Inspector for the building in a new window If there is a red warning triangle next to the view button it tells you there is a Warning message you should fix and validate before you publish the record 17 3 2 Invite Building Manager column Clicking the vite button in the Invite Building Manager column opens the eMail Building Manager screen UNCLASSIFIED Page 189 Version 5 15 August 2012 UNCLASSIFIED Benchmarking e PIMS electronic Property Information Mapping Service GSI Test Version 2 18 9 eMail Building Manage
49. Check any applicable charges and enter a value in the text field that appears 3 Click Save to return to the inspector or Cancel to lose the changes UNCLASSIFIED UNCLASSIFIED 7 2 18 Finance Information The Finance link on the occupation screen will open a new window displaying financial information about the occupation Depending on your account settings you may not be able to access this area If you have access you can view or amend the financial information associated with the occupation Not all records will display the finance link To view edit Finance information Step Action 1 Click on the Finance link underneath the tab navigation to open the new Finance window Click on the Amend Button Complete any editable white form fields Click Save or Cancel Click Refresh to view changes a u fh WN Click Close to exit the window UNCLASSIFIED UNCLASSIFIED Searching and Viewing e PIMS Records 7 3 Additional Building Data Benchmarking on the Building Screen 7 3 1 Benchmarking Data Benchmarking data is also detailed in the Building Inspector screen in the following panels e Additional building details e Environment including separate sections for adding Energy Performance Certificate and Display Energy Certificate information as well as benchmarking information for Carbon from Offices Waste and Recycling and Water e Space Employees and Workstations e Additional Occupation Costs e Buil
50. Click the second point of the polygon The first segment draws and the polygon now stretches to the current position from the last point as well as to the initial point When you click the third point the measure window displays the perimeter and area of the polygon based on the vertices added The total is updated as you add more vertices 6 Continue adding points vertices of the polygon New vertices add segments connecting to the previous vertex 7 At the last point in the polygon double click the mouse You do not need to click at the original point again Read the Area and Perimeter from the Measure window You can change the Distance Units to see the same polygon expressed with different units 8 To draw a new polygon simply click on the map to start the new polygon This erases the previous polygon 9 To erase the polygon from the map click any of the measure type icons in the Measure window If you click any other tool in the toolbar this will close the Measure window and any line or polygon will also be erased The Measure window also allows finding the X Y coordinates at a point where you click on the map To do this Step Action 4 1 In the Toolbar click the Measure icon This opens the Measure tool window Click on the point symbol Measure a t2 X Coordinate 4 245 Y Coordinate 49 044 Measure tool window Point 3 Click on the map The coordinates at the location you clicked will
51. Contacts tab You can create more than one contact To exit the Landlord screen click the Close Window amp icon at the top right of the screen or click the Close button 3 5 2 Creating a New Tenant The Tenant list is populated based on the Occupation Type field If it is e MOTO you can select from a list of Government Tenants and then set the Occupier Property Centre e Sub Let you can choose from a list of Commercial Tenants and Government Tenants which are marked NDPB non departmental public body or e License you can choose from all Tenants A D for Department or C for Commercial is appended to the tenant description and the tenants are grouped to show department tenants first when the Occupation Type is set to Sublet or License Choose a tenant from the drop down list you will be required to Load Tenant List first If the tenant you require is not there you can create a new one UNCLASSIFIED UNCLASSIFIED To create a new tenant Step Action 1 2 Click the New Tenant button on the Create Occupation screen In the Tenant search screen search by postcode or address and click Search If you do not know the postcode or address leave these blank and click Search You will then be given the option to Click here to create a new Tenant bypassing the address search Go to step 4 In the search results click on the Use icon next to the address as the basis for your new tenant record Comp
52. DOUE MY PIMS sssscciismuvatexmisd cec caters ed wei adea fad 107 11 2 1Account DEANS s ussavaston XE wan WOEAdd d Yu Ora OE Cu Ao e b s 108 11 3 My Holding Summary csssseeeIH mmn 109 L1 3 1 VIEW Holding DetallS 5 x DER en E Up EE ERR REI ante a in 109 11 3 2 View Holding Details on Mapping 109 11 3 3 View Holding Report c ccc cccce eee e cesses eeeeeeneeeeees 109 VESA SOR Table Datdstenesvan ene OU fas dax cid Red cmd hes 109 TIS TaBIe Pag esspirUtad A Hae ACHTEN EIER urn 109 tiA e PMS S CLIN G Sav encckniiaestauned ed POOR EUN dubuA RE Yic tr BG ea s d a Gs Qu 109 11 4 1 e PIMS Search Option Settings eese 110 11 4 2 Default Page SettingS ccc cece cece cess eee eeeeeeeeeeees 111 11 4 3 Scheduled Tasks OPtioOns ccc cece esse cece eeeeeeeeees 111 UNCLASSIFIED UNCLASSIFIED TEMY STAGING ssusudavisibddtiaebehtia E cu Pa aD KV bf 112 11 5 1 View amend Staging Records eeeeeeeee 112 11 5 2 Deleting Staging ReECOIrds ccc cece cesses ee eeeeeeeeeees 112 11 6 oD ta ValidablOliasuiue dida cc 2E cad Migtntesepasedeeaduiwasatetestaiuustce 113 TEZ SLA VeniiiCaell ON susici cots eeacadaviannl eiedcs Debe i ES EPIRI VERIS PIDE 113 Section 12 Demand Records e eee nennen nnn nnn 115 12 1 Demand RECONGS ixvsxxaaus paduausibey dia dedu xiva Saa E qucwitcow a EGER 115 12 1 1 Cr
53. FTEs entry gt total FTEs Please check the accuracy of the data entry 66 From the data entered your current cost per m2 is eo very low high 67 From the data entered your current cost per m2 is v very low high Please check the accuracy of the data entry 68 From the data entered your current cost per m2 is eo very low high Please check the accuracy of the data entry UNCLASSIFIED UNCLASSIFIED Benchmarking Validation Status refers to a Building screen data only 69 The waste mass entered appears very high low o Please check the accuracy of the data entry 70 The data entered for water consumption appears very high low Please check the accuracy of the data entry 71 In the context of the number of FTEs based at this v occupation the data entered for electricity consumption appears very high low Please check the accuracy of the data entry 72 The data entered for water consumption appears very high low Please check the accuracy of the data entry 73 The Post Town has been incorrectly assigned This o must be corrected before the core performance data can be submitted 74 The Postcode has been incorrectly formatted A single space should be inserted between the postal town and district codes This must be corrected before the core performance data can be submitted 75 The Vacant unmarketable space value entered is o greater than the Vacant NIA value entered Please check the accuracy of the data
54. Financial Year 2011 12 Property Lu a Search By Holding Demands Bv Propert Events Departments Select All By Holding H Attorney General s Office LOD All Property GEO Object Cabinet Office Bv Register Holding Company Central Office of Information Landlord Property Centres Schemes Tenant ABERDEENSHIRE Vacant Space Basic Search Select By Register to search the Surplus Land Register There is also an advanced section on the search screen to filter a surplus land search called Register Filters E Advanced Search Filters v E Register Filters 4 Legacy Land ID Status Please Select v Classification Please Select Available Between En A 3 Expiry Status Under Offer Proposed Use Please Select Sold Employment No Longer Surplus Housing Include all past and F present Register records W Add a Map Filter v Exact matches Only F Results on a Map F Legend Department ES Record State Current E Historic F Future Resat Search Further information is available in The Register of Surplus Public Sector Land User Manual contact epimsservicedelivery cabinet office gsi gov uk for a copy UNCLASSIFIED Page 163 Version 5 15 August 2012 UNCLASSIFIED 13 10 1 Tenant Search You can access the new Tenant Search screen from the left navigation by clicking Search gt Tenant new You can also access the old Tenant Search screen from the left navigation by clicking Search gt Tenant 13
55. Grid Reference is the way in which all locations on either a Great Britain or Northern Ireland map are referenced It is specified in two fields e the East field denoted by E the left hand field and e the North field denoted by N the right hand field Definition metres North and East from a point close to the Scilly Isles Both are six digit numbers e PIMS does not support the alternative representation of Grid references which consists of two letters and four numbers All e PIMS properties and holdings have an OS Grid reference which can be found by using the map wizard as detailed below The address wizard can be used to locate the grid reference for any recorded Post Office address record If you already know the Grid reference enter it in the Easting and Northing fields UNCLASSIFIED UNCLASSIFIED Searching e PIMS Within radius The radius text box lets you specify a search radius from a particular point using an OS grid reference as the centre of the circle See Grid Ref above for details of how to obtain a grid reference The radius is specified in kilometres 1 kilometre 0 625 miles This can be used to constrain searches to be a specific distance from the current location or for example from the Chief Executive s house 13 10 6 Vacant Space Search Results Unless you have selected Results on a Map for your search you will see the Vacant Space Search Results screen Click here to log out You are lo
56. Information Mapping Service Geo Object Search Search Options Lm ECCE Geo Search Screen UNCLASSIFIED Page 156 Version 5 15 August 2012 UNCLASSIFIED 13 7 1 Geo Search Criteria Property Centre Either leave the selection as All or select the relevant Property Centre from the pull down list Only Property Centres associated with your own Department will be displayed Departmental Reference This relates to the Departmental Reference assigned to the Geo Object It is an Alpha Numeric field accepting a maximum of 255 characters Brief Description This relates to the brief description entered against the Geo objects It is an Alpha Numeric field accepting a maximum of 255 characters Geo Object Category Select one category from the pull down list The screen will then refresh populating details of the Geo Object Type field for the selected Category Geo Object Type Select one type from the pull down list Record State Geo Objects can be assigned as Historic Current or Future By default only current Live records are selected Tick the other boxes to include or exclude Exact This checkbox if checked allows exact matching of all the criteria entered into the search fields or if unchecked searching for any part of the criteria entered in the field The checkbox applies to all search fields Search Button This starts the search based on the criteria entered in the search fields The result from this search
57. LASSIFIED To add PFI details Step Action l Click the Add PFI button at the bottom of the Holdings screen 2 Complete all mandatory fields and any optional data The mandatory fields are e Supplier refreshes read only data for the contract information e Region refreshes read only data for region details e Start date e End Date e PFI space type 3 Click Save amp Continue to save the holding page data 3 6 Summary Page If you have followed the Wizard through creating at least one property holding building and occupation you will eventually arrive at the Wizard Summary Page This page gives a summary of the record information and e Shows Staging and Published data for the property as well as associated holdings buildings occupations or vacant space staging records are shown in green text e Lets you add new holdings land parcels buildings and occupations to the Property Record e Displays a list of any missing information that may prevent the record being published You can use the Fix buttons to amend the data e Lets you print out the summary information UNCLASSIFIED UNCLASSIFIED Entering an e PIMS Record Property Wizard TM electronic Property Information Mapping Service Internet Live Version 2 9 1 Property Wizard Search Property ES Create Propert fg Create Holding E create Building e create Occupation This page shows the summary details for your property as well as any associated hol
58. Lease Term fields will be locked as soon as the lease has been published If there are any errors with the published data report them to the e PI MS team at epimsservicedelivery cabinet office gsi qov uk UNCLASSIFIED UNCLASSIFIED 3 5 Entering Amending Additional Data to a Property Record This section describes how to add additional data to a property record including e Creating New Landlord 3 4 1 e Creating New Tenant 3 4 2 e Adding Breaks and Reviews 3 4 3 e Replication Breaks and reviews 3 4 4 e Add PFI details 3 4 5 e land Parcel 4 e Vacant Space 5 3 5 1 Creating a New Landlord e When entering a landlord type the first few characters into the field landlord already in the system that match will then appear for you to select from If the landlord you want is not there you will need to add a new one Step Action 1 Click on the New button next to the Landlord field 2 Enter a postcode or select the Search by address option and complete at least one field of the landlord s address then click Search 3 In the search results click on the icon to use the address as the basis for you new landlord record 4 If none of the returned addresses match click the link under the results table to manually create a new address UNCLASSIFIED UNCLASSIFIED e PIMS Electronic Property Information Mapping Service Address Search Please use the screen below to search for the postal address of the Landlord
59. ON EUR ae M HMT OFFICE OF GOVERNMENT COMMERCE 20 MAYTHORN AVENUE Z OLDFIELD B76 1HW 001 15673 A OM V UND m 186 PLANTS BROOK SUTTON Oey ae E TRSY BUYING SOLUTIONS ROAD COLDFIELD B76 1HM O01 815674 Ka Pas LAND REGISTRY AGENCY ESTATES DIVISION AED 64 CARR MANOR VIEW LEEDS LS17 5AT 60 1 6 fe p DH HQ 29 FORBES CLOSE WARRINGTON WAS 6PP 001 15677 fe rv Holding Summary Property Centre Holding Name Property Name Ref Per E Test for AJAX MA NCHESTER WEST POINT 0581 c DWP NORTH WEST GOR 03 Landlord 01 CHES CHESTER 0581 21 t t o KS E AND c d Picha ada auei JG holding 25 QUEEN STREET LEEDS 176091 369 176091 2 E te 3 2MMMLNITY DEVELOPMENT p a JT T3 C2 EGUNDATION bobby JOSEPHS WELL SUITE 4D 6D LEEDS n a 126 45159572 i fe eee pom reu NC 158 AM ees c DFT HIGHWAYS AGENCY AM 0801251411 1 COPPERFIELD CLOSE LEEDS HERES UR ad sisces 4 PE te Staging Records in my e PIMS 10 2 2 Publishing Property Records A record becomes publishable when all the fields are completed correctly and the Summary screen for the property does not list any errors or warnings To publish an entire Property Record held in the Property Summary you will need to access the Property Wizard to complete it To complete a Property Record you may need to amend any details for the associated holdings buildings or occupations Clicking the View button next to a Property in the Summary table will open up the Property Wizard Summary Page The Property Wizard
60. OS reference so you can view the property information on a map For more information see Section 5 Mapping You can validate the accuracy of the OS reference by clicking the Validate button 7 2 8 Change History Each time a record is amended the change history is recorded in the versioning panel displayed at the bottom of the Property Inspector You can use the links to view previous versions When you click to view a Previous Version the differences between the latest two versions are displayed in red text The dates will also tell you when the versions were amended UNCLASSIFIED UNCLASSIFIED 7 2 9 Adding Land parcels and surplus land Under the Land Parcels section on the holding screen you will see a table of land parcels assigned to the holding Click the dd Parce button to add a new land parcel Complete all the mandatory details then click the aaa button Click the Add eundary button to add a boundary to the land parcel using the mapping functionality Click the Amend Boundary button for any land parcel to amend the boundary To amend any other land parcel details click the View link in the table next to the parcel The screen will refresh to allow you to amend the parcel add notes and if necessary make the land surplus Land Parcels m Notes LB OGC Notes Amend Close Department Ref DROO12 Land Parcel Record State Current Land Usage Agricultural Holdings Land Classification Brownfield Description This
61. Oper ational Statu o C Yes C No Disposal Date v OOo 4l Property Use o Please Select Double Glazed O Yes No Part of core estate Flexi with o 24 hr Manned Security v OyesOno 5 years to run Parking Spaces Was the building built this nao Car Parking Spaces uv 5 wv Yes No financial year Editable Benchmarking details 7 3 2 Building data export tool You can export amend and import building data in Microsoft Excel format using Tools gt Building Data Export This is often useful when benchmarking so data can be added to a spreadsheet rather than individual records then imported back into e PIMS S e PIMS 5 electronic Property Information Mapping Service GSI Test Version 5 8 6 Y OGC Building Data Export Building data Download to Excel a Ti Tiu F1 12 Financial Year 2010 11 Home Please select the export you would like from the options below If you wish to maintain the environmental data for a CESP return you may wish s to only select the Environment option Please note that some options may not be available if another user has already created an export New Sector Central Civil Estate Administration Department Please select z Property Centre Please select Reporting Panels to Download Tools Additional Building Details My e PIMS Environment Help l Space Employees amp Workstations Additional Occupation Costs O Building Operation Costs 1 Buildin
62. QUALITY j v Views Sta Cabinet Office eee WEMBLEY 1898 50 ActuallOFFICE Sold 7 aike y JACCO MM O DATI O N p i HMRC HM HM Revenue CHARLES i Mr Dave gt v J N h J 0 0 M V A 4X View REVENUE AND and Customs HOUSE LONDON 500 00 Actual Withdrawn 9 eset i CUSTOMS J So Unknown __ FINANCIAL AND CHADWICK Mn Copied from E i v View ESTATE Cabinet Office STREET VICTORIA 1100 40 ctus pHoenIcs Withdravm 10 d e MANAGEMENT 3 I m m AGES RN P V ViewHOME OFFICE H Offi HORSEFERRY VICTORIA 57 80 Actual CoPied from Withd 11 E levd C ome Ice HOUSE v A f OU tua PHOENICS vi rawn ue anon y ESI DFT DFT Department ROMNEY ie Copied from SDan Peter Briggs A M View corneal for Transport HOUSE VICTORIA 398 90 Actuall Oeics Withdrawn 12 24 12 2003 DOE HQ e Page a of 485 Vacant Space Search Results screen Next Page gt Several options are available in the drop down menu above the search results to display and print reports an Excel version for interrogation and data use and a pdf version printer friendly Click the view Report button creates a print preview version of the search results listing UNCLASSIFIED Version 5 15 August 2012 Pa ge 1 0 Last Page gt gt UNCLASSIFIED 13 11 Address Wizard Access the Address Wizard from the left navig
63. SSIFIED UNCLASSIFIED 9 3 2 Measure distance and area You can use the Measure tool to measure distances and areas To use one of these tools open the Measure window and then use the appropriate tool To measure a line Step Action 1 In the Toolbar click the Measure icon amp amp This opens the Measure tool window Click the Line icon f The Line icon is outlined to show it is the active type Measure t3 Click an the map and draw a line Double click ta end the line Measure tool window Line Move the cursor to the first point of the line you want to measure and click the left mouse button As you move the mouse from this location you will see the line stretching to the current position The measure window will also begin to display distance Note Remember to change the units from km to m or kilometres to meters if you zoom in to very detailed mapping otherwise the calculated value will often be displayed as O Move the cursor to the second point of the line If you only want to measure one straight line segment double click at this location Otherwise click once with the left mouse button If measuring a line with multiple segments polyline continue clicking at vertices to add segments The length of the previous segment is shown in the Segment display in the Measure window The Total Length displays the sum of segments added so far At any point during the measuring you can change the
64. Select All Year Financial Year 2010 11 Central Civil Estate NHS Bodies New Local Government Search 8v Property z Administration Departments Select All E Attorney General s Office LOD Reporting CDS Test Department CDS Test Departmenti Tools Property Centres Select All My e PIMS ABERDEEN CITY ABERDEEN CITY COUNCIL ABERDEENSHIRE Reset Search Help Basic Search Property Name Postcode Road e PIMS Property Ref Town City Department Ref Advanced Search Filters v Add a Map Filter v Exact matches Only O Results on a Map C Legend Department Record State Tw M Current I Historic I Future Reset Search o OGC 2009 All information is subject to change e PIMS Government Departmental Access to the Civil Estate Core Property Database Unauthorised access to this computer is a criminal offence under the Computer Misuse Act 1990 OGCServiceDesk cabinet office qsi gov uk Property Search screen The results can be displayed either in a results table or results via a map To get results on a map tick Results on a Map tickbox at the bottom of the search screen The security rights allocated to your account will determine the extent of information available to you In general you will be able to view data in respect of your own departmental family Select the Search drop down All Property to view high level information for all records non sensitive UNCLASSIFIED Page 120 Version 5 15 August 2012 UNCLASSIFIED
65. UNCLASSIFIED e PIMS electronic Property Information Mapping Service X pra Electronic Property Information Mapping Service User Manual UNCLASSIFIED UNCLASSIFIED Contents Section 1 Introduction to e PI MS eeee enne 9 Dol JADOUUGSPIVISusuaxan urat banadutd ota qd dicia en Aa 9 Section 2 Logging on to e PI MS conne nennen nnn nnne 11 Z E G PIMS Eogin DeEallS ssi d RE PEN SE Finca a GROUP Rd duheida dar ed 11 2 2 Changing Your e PIMS Password eeeen 12 2 3 FOL goLten PassWOEQ wis castor visitan ea tpa kp ES op age Fa b paa UE rdg 12 2 4 LOGGING out or e PLMISs ssisescevatesdaticur dd rep SCOPRI ERO Me Ra paren 13 Section 3 Entering an e PI MS Record Property Wizard 15 3 1 What is the Property Wizard ssssee IH 15 3 2 How do enter a property record cece ccc cee cece eeeeeeeenanaes 15 3 3 Entering Address Information of the Property Step 1 16 3 4 Entering Property and Lease Details Step 2 sseee 18 3 4 Property SClLECN ous ang uei oh pron SINUS PEbPIMU MINUM ERAI 19 3 3 2 Holding SCFEEN c sssevex pest ui ve aa ope x vada Pos TR REPE EU PIE EOS 20 3 5 Entering Amending Additional Data to a Property Record 27 3 5 1 Creating a New Landlord essere 27 3 5 2 Creating a New Tenant sssssssee een 29 3 5 3 Creating Break Rev
66. Wizard This button is used to create a new Geo object based on the PAF address wizard Map Wizard This button is used to create a new Geo object from e PIMS maps UNCLASSIFIED UNCLASSIFIED 13 7 2 Creating New Geo Object with Address Wizard New Geo objects are created from the Geo Object search screen using either the Address or Map wizards To create a new Geo object using the Address wizard click on the Address Wizard button from the Geo Object search screen This will open the PAF wizard Then select the relevant record using the New geo Object button A new form will load with the grid reference and brief description populated from the PAF Departmental Reference Enter a departmental reference up to 255 characters in length This field is optional but can be used when searching for Geo objects Property Centre Select the relevant Property Centre from the list to associate to the new Geo object Sensitive By default this check box is ticked This will ensure the record can only be viewed by e PIMS users associated to the selected Department Property Centre Category Select the required category from the list The screen will then refresh populating details of the Geo Object Type field for the selected Category New categories and types can be created by the SLA Signatory by e mail to the service desk Categories can either be private to one Department or open to all e PI MS users Geo Object Type Select on
67. a default events within 3km of the lead event or if the event is a demand acquisition where the related event is located within at least one of the demand location polygons Area Criteria default where related events are within 2596 and 40096 of the lead events area For example if the lead event is 100m then related events between 25m and 400m will be considered Date Criteria default related events within six months either side of the lead event date UNCLASSIFIED UNCLASSIFIED Following Events are related to Events Lead Event Related Event Break gt Vacancy Expiry Demand gt Vacancy Expiry gt Review Expiry Disposal Marked for Disposal Review gt Review Expiry Disposal Marked for Acquisition Marked for disposal Vacancy gt Expiry Break Demand Acquisition gt TBD Disposal gt TBD Associated Area This is defined as follows Event Associated Area Expiry gt Holding Floor Area NIA or GIA Break gt Holding Floor Area NIA or GIA Review gt Holding Floor Area NIA or GIA Disposal gt Holding Floor Area NIA or GIA Vacancy gt Vacant Space Vacant Space Area Acquisition gt Demand Space Required Demand gt Demand Space Required 13 6 2 Scheme Despatch Despatch of a new Scheme e High Risk no action up to Professional Adviser e Medium Risk if it is two weeks after the creation date and the Coordination Status is Accepted or Pending Review then a report is sent t
68. and the Humber Country v Professio or w Rob Haney v Central Civil Estate Please Select z Please Select Y C back J save amp continue Create Property Screen in Property Wizard Some fields will be assigned a default value even if they are mandatory such as e Your Sector default is determined by account settings e OS reference updates when you select a post town Some fields will automatically update depending on your selections as you go through the form For example post town OS Reference Department UNCLASSIFIED Page 19 Version 5 15 August 2012 UNCLASSIFIED Entering an e PIMS Record Property Wizard 3 3 2 Holding Screen The holding screen is where details of the holding type lease are entered A holding equates to a lease so if you have 2 leases for different floors within the same building you will enter 1 property record with 2 holdings MS Prope e P Property Wizard Search Property Create Holding Create Holding Details for S TM rty Information Mapping Service GSI Test Verzion 5 15 3 BB Creste Building Ge Create Occupation C summary This screen records information sbout the holding and is also where to enter vacant space A holding is defined as the basic unit associated with legal interest in a property A property may consist of a single or multiple holdings If the holding is marked as lessehold or PFI then the screen will
69. any of the rules they will be highlighted in the Warning and Error Messages and Information Messages tables For more information see Section 5 2 6 Validation Rules UNCLASSIFIED UNCLASSIFIED Property Lite Section 8 Property Lite Property Wizard Lite Property Lite is a parallel solution for non Central Civil Estate Government users to add and edit property records when they are not in a position to complete all mandatory fields in the full Property Inspector A record created using Property Inspector Lite will be viewable and editable in the full Property Inspector and vice versa If you create a record in Property Lite and then view and attempt to edit in full Property Inspector you will be asked to add all mandatory fields and validation would apply If you did not intend to complete a full record cancel the amendment and switch back to the Property Lite screen 8 1 Inputting Lite Records through the e PIMS Interface To use Property Lite click New Property Wizard Lite in the left hand navigation e PIMS electronic Property Information Mapping Service GSI Test Version 5 11 3 Property Lite Wizard Search for Property Import Export Properties Use this screen to find the Address which you wish to use as the basis of the New Property s address as recorded by e PIMS ritain O Northern Ireland International Search by Postcode vy Postcode Property Lite Wizard Enter a Postcode to pinpoint the address o
70. ary screen lists all available e PIMS reports and can be accessed from the left navigation menu Reports are grouped on separate tabs under the following headings e My Favourites lists the last 10 reports you accessed e All lists all the available reports e Property e Holding e Lease e Building e Occupation e Data Quality e Rationalisation e Administration Only administrators have access to these reports e Benchmarking SDiG These reports help users measure efficiency against industry best practice e SOFTE e Custom these are specific to individual department requirements e Archive All reports previously available that were recently removed UNCLASSIFIED UNCLASSIFIED 14 2 Customise Report Screen When you click on a report name hyperlink you are taken to the Customise Report Screen for that type of report Each Customise Report Screen contains the following navigational buttons e Back to Report Summary goes to the Report Summary Screen e Export Report Runs the reports with any filters you have selected and produces an export in your chosen format of either an Excel PDF Web page or CSV file e View Report links to a web version of the report for you to view immediately Depending on what type of report you are attempting there will be various filters you can apply to the report output The filters are displayed under a brief report description A Click here to log out You are logged
71. ation by clicking Search gt Landlord This screen allows you to search for landlord information recorded on e PIMS The address details are self explanatory and any combination of the fields can be fully or partially completed Check the Exact Matches Only box if you require a precise search In this case a successful result will only occur if the details entered match exactly those on e PIMS The results screen shows contact details of the landlord s who meet the search requirements On the right of each line is the View button This allows users with sufficient access rights to maintain information on the landlord in question If the desired landlord is not entered on e PIMS the new details can be added via the New Landlord Wizard button which provides a link to the New Landlord Wizard search screen This search screen allows you to enter address details to search the PAF for the address details of the landlord you wish to find UNCLASSIFIED UNCLASSIFIED Searching e PIMS 13 10 Surplus Land Search To search for Surplus Land go to the Search Property option on the left hand menu When the search screen displays there is a field called Search which has drop down options e PIMS electronic Property Information Mapping Service GSI Version 5 11 1 Rel OGC e PIMS Search Please select from the criteria below Click on additional tabs to add extended criteria to your search Home Search cecus elect AT Year
72. ation menu by clicking Tools gt Address Wizard The Address Wizard provides access to the complete PAF of Great Britain It can be used to find any entity with a postcode The top right hand box Search by allows the file to be searched by e postcode or e anumber of other address items eg building name and town organisation and town etc The search screen will then alter to allow you to enter the search details you require UNCLASSIFIED UNCLASSIFIED Section 14 Reporting 14 1 Report Summary Screen TM e PIMS electronic Property Information Mapping Service CXC e PIMS Reporting Report Summary Welcome to the e PIMS Reporting Suite Reports can be viewed on screen or exported into pdf Excel or csv comma separated value files Choose csv or Excel if you want to sort the data easily There are many reports available on the system if you have a particular reporting requirement or notice a problem Home with any of the reports please contact the OGC Service Desk 0845 000 4999 ServiceDesk ogc gsi gov uk New Name Description Administration CESP Key Trajectory Report Reporting Core Data Updates Number of Updates to Core Data by Department and Property Centre Tools HPP rank report lrank report My e PIMS Help Missing Data Report Identifies any core data fields that are not populated within the Property Building Holding and Lease details Reporting screen The Report Summ
73. aximum security so that no one including service desk can use your details to login to e PIMS You will also be prompted to change your password every 90 days or you can manually change it at any time See section 2 2 UNCLASSIFIED UNCLASSIFIED 2 2 Changing Your e PIMS Password When you login to e PIMS for the first time you will automatically be directed to the change password screen shown below You can also choose to change your password whenever you login in to e PIMS by selecting the Change password after login check box on the login screen To change your password 1 Enter your current password 2 Enter a new password making sure that it contains a combination of letters and numbers only ie no underscore or other characters and between 8 and 12 characters 3 Confirm the new password by retyping it into the last field 4 Click Change Password to confirm and save your new password If your password change is successful a confirmation message will display Next time you login to e PIMS you will need to use your new password 2 3 Forgotten Password If you forget your password Step Action 1 On the e PIMS Home Page click the link click here if you have forgotten your password Enter your user ID and email address and submit A confirmation message will appear saying a new password will be emailed to you shortly 4 If you receive a message saying your password could not be reset please conta
74. cannot filter your search options by sector If you select this option you will have access to all available sector filters eg Central Civil Estate NHS Bodies or Local Government UNCLASSIFIED UNCLASSIFIED 11 4 2 Default Page Settings This field allows you to define the screen that will appear by default when you log into e PIMS You can choose from the following three pages e Welcome page default e Search page e Holding summary page You can also set the Default Search Type to choose if you want the results to always appear By Holding By Property All Property high level view or By Register 11 4 3 Scheduled Tasks Options These options enable you to select one or more time intervals as your default options for receipt of event date notifications from e PIMS via email UNCLASSIFIED UNCLASSIFIED 11 5 My Staging The My Staging screen lists any property holding building or occupation records that have been created by you or a member of your Department who shares the same record amend rights Staging records are incomplete records that are not published and are not available to other e PIMS users There may be incomplete information that needs entering before the record can assume a published status You can amend edit and delete records from the Staging screen For more information see Section 5 Staging and Published Records 11 5 1 View amend Staging Records If you want to view or amend a Staging Record
75. ck the button to generate the report This will refresh the window displaying the generated report or prompting you to save the file to your computer This process may take a few seconds to complete depending on the number of records in the report The report may or may not display in the browser depending on whether your browser has the plug in associated with the selected format eg Acrobat Reader 13 3 4 View Holding Details From the Holding Summary click on the view link for a record and wait for the screen to refresh and display the Holding details shown below the c ee teeee bae t Holding Inspector screen From the Holding Inspector screen you can also view e the associated property e any buildings information for the associated property UNCLASSIFIED UNCLASSIFIED e the occupations within the associated property e asummary of all the information 13 3 5 View Holding on a Map From the Holding Summary click the Map icon associated with a record to open the e PIMS Mapping interface The View Map pop up opens e PIMS View Map H Crown copyright OS Lic No GD03206G NI LPS MOU NO 222 Expand extra options View Map pop up You can zoom in and out using either e the and El buttons on the map or e forward and back on the mouse wheel You can move around the map using either a aD e the V arrows or e Clicking holding and dragging your mouse Click Expand extra options to open th
76. ck the Search button UNCLASSIFIED UNCLASSIFIED Document Repository 15 2 Search Results If you choose to search using the By Hierarchy option in the Display field you will see this screen which groups the results under tabs using the e PIMS hierarchy e PIMS electronic Property Information Mapping Service GSI Test Version 5 5 3 OGC Document Summary Home Department Crown Prosecution Service R Search Property Centre Select Property Centre New Display By Hierarchy Document Type seca E Administration ve Select All 3 Include historic T Reporting records Tool Search eme Help Department Documents v Property Centre Documents v Property v Add Document Holding v z E 8 Lease w Transaction Documents w Building 4 Occupation v Search by Hierarchy results UNCLASSIFIED Page 180 Version 5 15 August 2012 UNCLASSIFIED Document Repository If you choose to search using the By Property option instead you will see this screen grouping the documents in tabs under the properties they are linked to TM e PIMS electronic Property Information Mapping Service GSI Test Version 5 5 3 OGC Document Summary NM Home Department orney General s Office LOD Search Property Centre AGO TREASURY SOLICITOR New sper By Property Document Type Select al wy Administration
77. ct epimsservicedelivery cabinet office gsi gov uk Your account will be locked out if you have 3 unsuccessful log in attempts You can choose to reset your password or contact the Service Desk UNCLASSIFIED UNCLASSIFIED 2 4 Logging out of e PIMS For security reasons it is recommended that you always manually log out of e PIMS rather than just closing the browser down In the top right corner of each e PIMS screen is a blue log out link Use this to manually end your e PIMS session and return to the login screen To log out e Click the blue log out link found at the top right of the screen e Confirm that you want to end the e PIMS session by clicking OK on the pop up window If you remain inactive for a period of time while logged into e PI MS you will be automatically logged out and prompted to login again UNCLASSIFIED UNCLASSIFIED Section 3 Entering an e PIMS Record Property Wizard 3 1 What is the Property Wizard The e PIMS Property Wizard is where you create new e PIMS Property Records All the information you enter here will form the basis of the records stored in e PIMS Only users with the relevant access rights can create new Property Records In the Property Wizard you can e create Property Records using an address search or by pin pointing the location on a map e create holdings buildings and occupations associated with a property and A blue arrow tab at the top of the screen will highlight t
78. ct with Map Wizard 160 13 7 4 Amending a Geo Object seseeeennn nnn 161 13 8 Holding Company Search een 161 13 9 bandlora Sedgrehi as iade ipei S dicke sea ene Pb PCR eue 162 13 10 Surplus Land Sear bassa ciant etd cda rd decia ed acra pado 163 13 10 1 Tenant Sear CI sestoteduidutaaosbbpFavelddusddu dads tud awa 164 13 10 2 Tenant Segal Cl vss ovis coi bod abide dator a eade tici e 164 13 10 3 Create New Tenant een m 164 13 10 4 Basic S6al CDassssvenadiqut auia vu bq4dd 14 OP e Vader ai qaa e duc uds 166 13 10 5 Vacant Space Advanced Search Filters 168 13 10 6 Vacant Space Search Results eeeeeeeee 170 I3 Il1jAddress WIZGPGD user ado ed p ybAN Ad Ere VAM PREDA PRI ME 171 Section 14 Reporting uisi ouai E uEvP ue a DECEM 173 14 1 Report Summary Screen ceesesee nennen nnn 17 3 14 2 Customise Report Screen eesssseeeee mmn 174 LA 2 CREDO FING S oetsovuupstat cixvdsdananeya Edge ab CR aes 175 14 3 View Report Screen ssesesesse mmm 176 14 4 Export Report Screen ics ccesuxs eher toL E EP nR CE PIE SEDI EXRE 177 Section 15 Document Repository nennen nnn nnne 179 15 1 CAL GCM essesixeecsutstexutipes gods wes Seas DERI aR ee TU DRE TDI DE duds 179 15 2 SeareD BeslES zxoseusobivdbtistbr d Pda x bool eb EKZ Odd uL rr 180 15 3 Editing and Deleting Documen
79. ction 1 2 Ud Ul Click on the Building Occupation link underneath the tab navigation Type in the floor space values for all buildings and occupations Validate the figures either against the building total blue or occupation total white Validate buttons or click Validate at the bottom of the screen to validate all data If necessary amend any over under allocated occupations or buildings If necessary Validate again Click Save amp Close to exit the screen You can do this even if the figures don t validate 7 2 15 Adding and Amending Building Boundaries To add a Boundary UNCLASSIFIED UNCLASSIFIED Step Action 1 Click the Add Boundary link on the building screen You will see the mapping screen 2 Click the Define New Polygon icon Ic in the tool bar The cursor will change to a 3 To plot the boundary choose the first point and click then the second point and click then the third etc The boundary line will build up in line with the plotted points To complete the boundary double click on the last point This will display the boundary on the map 4 When you have added all boundaries click on the E Save the extent s and return to the Building Detail Screen icon in the tool bar 7 2 16 Occupation Building Link The Occupation Building link on the occupation screen will open a new window that tallies the allocated floor space for the occupations against the total building floor space
80. d Since you cannot search for Staging Records in the main Property Search you must access the Property Wizard via the My Staging page in My e PIMS or from the Summary Page of an existing Property Record 10 2 1 My Staging The My Staging page details all the Staging Records that you or your department is responsible for The page will display any Staging Records for e Property e Holding e Building and e Occupations The Staging Records are detailed in separate tables according to type The Property Holding Building Occupation Summary table displays high level information about the Staging Record and provides links to let you view amend or delete each Staging Record You should check this area regularly and delete any unwanted records see 10 2 4 UNCLASSIFIED UNCLASSIFIED My Staging Belo e lists of Property Holding eee and C n ation records that currently aging You may view and amend any of the item by clicking on the view icon Ite AC bn PEE ad from tds ontan 3 by aikin a on the del te ic on Property Summary BR S AILWAYS BOARD RESIDUA m BRITISH RAILWAYS BOARD RESIDUARY 26 COPPERFIELD CLOSE LEEE 6NP 12 s1 5s666 QNA DA HMT OFFICE OF GOVERNMENT COMMERCE 1 WARRELS COURT LEEDS LS13 3EL 1 siscs7 Q d HM REVENUE AND CUSTOMS 31 MAYVILLE ROAD LEEDS LS6 1NF 12 815669 Q d sic T D ee TES TESTEVE HI NES a DWP SOUTH EAST GOR 09 TEST STEVE 1A BRENTWOOD CM13 3QB sise72 GM de nul me cs eRe cee EP MIS SUTT
81. ding Operational Costs e Building Occupation Costs e any Validation Rules that apply to the benchmarking The benchmarking data can be revealed or hidden by clicking the open Ea and close rx panel buttons on the blue benchmarking panel If you have amend rights you will be able to enter edit this data LEE Additional Building Details O e c CCGG 24 hr Manned Securit curity Was the building built this financial year e CCGG c ec Y Environment v Space Employees and Workstations v Additional Occupation Costs Building Operational Costs Y Building Occupation Costs Benchmarking details To edit any benchmarking details click the Amend button to make the form fields editable the page will refresh for a moment and reveal the editable fields The yellow fields are initially set as mandatory but you can individually disable them by selecting the tick box to the right of each one This changes the background colour from yellow to white UNCLASSIFIED Page 64 Version 5 15 August 2012 UNCLASSIFIED Searching and Viewing e PIMS Records After completing any benchmarking data click the Save button to view the read only data a Additional Building Details Save Cancel Number Of Lifts Air Conditioned w PesseSeect M e Business Location v Is the building used to capacity for more than 12 hours a day Yes No P P S s gt Canteen v Q Yes Q No
82. dings vacant space or missing information Print Preview amp Staging information is highlighted with green text and the yellow staging symbol Q Staging data will not be displayed on the print version If you click on the expand collapse buttons or any details about that holding or building will be revealed or hidden respectively Main Property Details Add New Holding Property Name Dept Ref OGC Ref Address H 16 NEW BURLINGTON 68040 CROWN 815699 16 NEW BURLINGTON PLACE LONDON W1S 2HX Holding 1 BERR SOUTH EAST ENGLAND DEVELOPMENT AGENCY FORESHORE AND BED OF RIVER MEDINA VENTURE Add Occupation Add Building Dept Ref OGC Ref Tenure Type Landlord Lease Expiry 68040 CROWN 68040 CR 815635 1 Leasehold Licence OWN Warning and Error Messages Status Item Description Suggested Resolution A Holdi T The Floor Area for the Holding 100 sq m has not been completely DEOR ati d nd etait ipiis S n OMEN allocated to all Occupations 0 sq m Difference 100 sq m xu Dp ads ae pec A d dosi ie D mca ora recs Property 815699 The Property must have at least one Building Holding No 1 The Holding must have a at least one Occupation a new Occupation to the Holding Holding No 1 The Holding must have a Main Lea M Please amend the Holding and either add the lease details ase for the selected Tenure Type un dace tie Tess Tip Information Messages X Information Status Item Suggested Resolution
83. displayed in a summary table where individual records can be viewed or a report accessed For full details on e PIMS Searching please see section 12 7 2 Viewing e PIMS Records Property Inspector The Property Holding Building Occupation and Summary screens can be viewed by clicking on the View link next to the relevant property in the holding summary results Holding Summary ow are the results of your search ults are sorted on the Property Name column in Ascending order Holding Summar ry Report Owned Holdings e PIMS gt Holding Department Property Tm y imd Non DIE C ET IETIT EAM scion Property Ref T DERBY e 201 375 DV EAST MIDLANDS SS seei m D 05 zs re ok us A JS When you click View the Property Inspector will open UNCLASSIFIED UNCLASSIFIED Searching and Viewing e PIMS Records e PIMS S F piramid Pasparty infarrmalsn Mapping Lendrs ntarna Tas Yarson 7 25 1 VN Property Inspector Property Site Financial Year 2009 10 Belated Status Current O All Year l insocial rear zo Property d Moldings Bl ocisings Bp occupations I Notes DOC Notes Attached Documents Related Pictures Land Registry Data View Related Deeds Ammam ame wu HERCULES HOUSE 337066 Dapit Property Aal 0330454 HERCULES ROAD LAMBETH Post Tami g LUMIA LONDOM Pret Conde SEI 7DU London nuntry UNITED KINGLRIH LAMBETH LAHBETH Hal alem Sutherland fryn al Advcuer Hal
84. ds If you have access rights you can view and amend any Related Deeds by using the View Related Deeds link underneath the tab navigation To view and amend Related Deeds Click on the View Related Deeds link underneath the tab navigation Step 1 A WUN 5 Action Click on the Deed ID to view the Deed s details Click the Amend button to make the data editable Click the Save button to return to the Deed Summary screen Click Close to return to the Property Inspector To create a new Related Deed Click on the Related Deeds link underneath the tab navigation links to view the Deed Summary screen Step 1 4 5 Action Click New Deed and wait for the screen to refresh Complete the following fields Deed ID Deed Type Deed Date Enter the date of the Deed or use the calendar to select a date Deed Party Remarks Click Save Click Close UNCLASSIFIED UNCLASSIFIED 7 2 6 Amending Property Data You can amend any data for a Property Record by clicking the Amend button in the Property Inspector Make sure you click the Save button after making any changes As with the Property Wizard any read only data is displayed in blue fields and mandatory data is displayed in yellow fields If you incorrectly complete the mandatory data you will not be able to save the amended record 7 2 7 OS Reference The Property Inspector provides a Mapping Multicar link and a textual description of the
85. ds the form refresh may take a few seconds or more so please be patient UNCLASSIFIED UNCLASSIFIED Section 4 Land Parcels 4 1 Creating Land Parcels If you select Holding Type as Land Only or Land amp Buildings from the drop down you will see the Add Land Parcel button at the bottom of the screen This means you can add information about the land and outline the land boundary or parcel on the map You can add multiple land parcels to a holding Each one of these must have a reference a usage and a classification A parcel defines an individual land record Depending upon usage this may have several one or no land boundaries Boundaries are the individual areas of land included in a parcel For example this could be a number of fields or spare ground surrounding a building Land parcels will be included in the summary screen with a warning message for parcels without extents Extents are not required for land types Bore Holes Car Parking or Radio Site To add a land parcel Step Action 1 After completing the holding details click Add Land Parcel at the bottom of the holding screen You will see the New Land Parcel details section 2 Enter a department reference for the land parcel and select a land usage type and classification 3 When you have entered all the details have been entered click Add To view and edit a saved land parcel click the View link This will populate the land parcel details fiel
86. ds and allow you to modify the information Land parcels can consist of one or more boundaries To add individual boundaries for the parcel click the Add Boundary link You will see the mapping screen UNCLASSIFIED UNCLASSIFIED Land Parcels 1 CANC EFAJ i I amp v Mapping gt MOI VEO JAR ER ee E N Add Boundary Mapping screen k v 6 D e S ENS Fee Ie 4 ae at 1 u To add a boundary click the Define New Polygon icon e in the tool bar The cursor will change to a To plot the boundary choose the first point and click then the second point and click then the third etc The boundary line will build up in line with the plotted points To complete the boundary double click on the last point This will display the boundary You can add more than one boundary to the parcel by repeating the same steps When you have added all boundaries click on the Save the extent s and return to the Holding screen icon in the tool bar UNCLASSIFIED Page 40 Version 5 15 August 2012 UNCLASSIFIED When land parcels have had boundaries assigned to them the holding screen will be updated to display the area in m within the boundaries The toolbar within the mapping screen has a number of options Name Icon Description Define new polygon O Click this to begin plotting a boundary Double click to complete the boundary polygon Define a hole within oe Plot a hole within a bounda
87. e Place finder Enter a city town village full postcode e PIMS Property Name or Reference and click to view a list of results Click zl to zoom to a location on the map Click X to close the pop up UNCLASSIFIED UNCLASSIFIED 13 3 6 Property Summary The Property Summary screen is generated from the results of the Property Search when the Search by Property option is selected e PIMS O A electronic Property Information Mapping Service CCO SR prede Below are ug ults our search 5906 results found page 1 E ate Res ulis e t eii on the Pronar Name c Sl mn in Ascending o H Return to eser Property Portfolio Summary View Report ome p pe EM Town a v Department Property Centre f Search 3 v 472914 22 HENRIETTA STREET LONDON 02 Dar ident ENVIRONMENT RESEARCH v New meee Iv 474118 ALFRETON TANNERY HOUSE KING S ALFRETON 939709 DWP EAST MIDLANDS GOR 05 3 x y Administration Y MA 202502 MAINTEMANCE Ar FERRYHILL 281 14 DFT HIGHWAYS AGENCY 2 AO Reporung V 445841 CLEVEDON MOTORWAY COMPOUND CLEVEDON 346 02 DFT HIGHWAYS AGENCY Tools v 402949 DOXEY MOTORWAY MAINTENANCE DE STAFFORD 47 11 DFT HIGHWAYS AGENCY 2 k y oe mg of 1182 Next Page gt t gt gt Help Property Summary screen Each record within the Property summary is listed with the following data columns e Property Name e e PIMS Reference e Town e Departmental Property reference e Department Property Centre
88. e cursor to draw a rectangle line or polygon then releasing the mouse button 4 The results depend on the tool The map appearance may change such as zooming in or out Or the results may appear in the left hand menu s Results section such as with the Identify tool UNCLASSIFIED UNCLASSIFIED Note Some tools do an action immediately These include the Back extent Forward extent and Magnifier tools see the table below for more details on these tools Note If you accidentally move an item outside the visible window you can move it back by using the browser s scrollbars to scroll the window until the item is visible then drag it back to the main area of the window Note If you want to navigate back to the holding screen use the Return to Property Inspector button at the top right of the mapping screen rather than clicking the Back button on the internet browser Tools Tools in your website depend on the purpose and use of the application Some or all of these may be available Name Icon Description Print Print options Title Map size Map Preview quality and Include Legend You also have the ability to create a Print Preview page GIS Holding dl Opens a screen letting you search for Search Holding records Results are displayed on the map and also in a results table This is a way of filtering configuring your own property holding layer of interest Search Opens in a new window allowing you to search for
89. e forward and back on the mouse wheel You can move around the map using either a e the arrows or e Clicking holding and dragging your mouse Click Expand extra options to open the Place finder Enter a city town village full postcode e PIMS Property Name or Reference and click to view a list of results Click to zoom to a location on the map Click X to close the pop up UNCLASSIFIED UNCLASSIFIED Searching e PIMS 13 3 10 Property Lite non Central Civil Estate Sectors Property Lite will display when you click the View option if e if the Property has been added using Property Wizard Lite and e you select All Property from the Search by drop down when performing the search e PIMS Property Inspector Lite Service GSI Test Version 5 11 8 Property details AMBROSE LLOYD CENTRE iST FLOOR OFFICES Record Siste Current 824861 Dept Property Ref P CO C 0003 OFF GLANRAFON ROAD NEW STREET MOLD SIR Y FFLINT FLINTSHIRE Post Code CH71NP Wales Country amp UNITED KINGDOM Nick Philpott Nick Philpottzogc qsi Wales Welsh Assembly Government Local Government Wales WAG FLINTSHIRE COUNTY COUNCIL Not BSAHI 323746E 363772N validste Additional details Physical Details Occupational Details Office r z Administrative Purposes Industrial o Business Delivery Purposes Specialist o Held for use by the public Residential o Operation Portfolio trading Development Lend o n Land f
90. e type from the pull down list Brief Description Enter a brief description to identify the Geo object The entry automatically populated from the PAF record can be overwritten if required The field accepts alpha numeric entries up to 255 characters This field can be used when searching for Geo objects UNCLASSIFIED UNCLASSIFIED Detailed Notes This field allows entry of additional information relating to the Geo object up to 5000 characters in length Status By default the record is set as Current or Live This can be changed to Historic or Future Close Clicking on this button will close the form without saving the record You will not get any warning and all data entered will be lost Save button This will save the Geo record and refresh the form in view mode An internal Geo object number will automatically be created based on the next available number 13 7 3 Creating New Geo Object with Map Wizard To create a new Geo object using the Map wizard Step Action 1 Click on the Map Wizard button from the Geo Object search screen 2 Zoom in on the map to the location you want to set up a new object in then in the Specify what you want the mouse to Do list select the item Create Geo Object 3 Click on the map at your chosen location position for the new Geo object 4 A new screen will open for the record with the field OS grid reference populated from the map location Each field indicated as mandatory b
91. eating New Demands een 116 12 1 2 Creating Demand Locations eese 117 12 1 3 Creating a Demand from the Reference Library 117 Section 13 Searching e PI MS nennen nnn nnn nnne 119 13 1 Seafrch Facllitl65 vscoxss peskvuk pebqe vi eta bt ev aed a Do MP DA OR 119 13 2 Property Search ssssseeesseee Ime 120 13 2 1 Basic Property Search dixeris dx a E ER ER 121 13 2 2 Advanced Search Criteria eeeeeeeeeeeeeeese 125 13 23 AUG a Map FEHEOE cocido oc Eod eq ERR EEG 8 CU Sr je 126 13 2 4 Property Search using Mapping eeeeeeeee 127 13 3 Holding and Property Search results eeeeeeee 131 13 3 1 Holding SumMmMa Vu cci owe a e c RAE tH icis 131 13 5 2 5orting Summary Table esca o Oba Cid PEE HA vp pbR 131 13 3 3 Generating a Summary Report eeeeeeeeeeee 131 13 3 4 View Holding Details c cece ccce cece ee eeeeeeeeeeneeeeeas 132 13 3 5 View Holding on a MaP ccccccseee eee eseeeeeeeeeneeeeees 133 13 5 6 Property Surmtidl y sieedeeitersexduqev uui M espe ia Deu ES 134 13 3 7 Sorting the Summary table eeeeeeeeeee 134 13 3 8 Viewing Property DetallS ccccceceseeeeeeeeeeeeeeees 136 13 3 9 Viewing Property on a Map eeenn 137 13 3 10 Property Lite non Central Civil Estate Sectors 138 13 4 Demands S
92. edgr Cl iesus i Rack dae FEN Vp COEM PE ha C D OR de vd ca s 139 13 4 1 Demand Search Criteria eere 140 13 5 Search Events GSI Only ccc cccee cece essences eeeeeeeeteegenees 142 TSL MEROGUCTON t2eiccsanindee densa EN QUIDNE eal 142 13 5 2 Events Search SCreen xeosesseexxc eu EAS EAR Vu COE DIO EA 146 T13 53 EVEN Cred us csse ario Mee dE aq C ROCR CER OR a UR ab rn 148 13 5 4 Outstanding Event Notification cc cece eee ee eee eees 148 1 3 5 9 Event SUMIMMALlyY sssesskbsidetd E pod iN uS bt Ute ps 149 13 5 6 Event Maintenance s sesessserrrrrrrrrrrrrrrrrrrrrrerererere 149 13 6 58628rehi SOCON S ani un tides Ede Ra NC Und bda duin bat Pacis 150 13 6 1 Scheme Creation Process een 150 13 6 2 Scheme Despatch esseeseee menn 152 13 653 5cheme Sed CD ssssdeswiwst ke prese dtiwicsdus qnd id dai dar ea E pao 153 UNCLASSIFIED UNCLASSIFIED 13 6 4 Scheme SUMMANY ceat dde sa LER EYE Ma ned da es ied 154 13 6 5 Scheme Maintenance cc cece cesses eee eeeeeeeeeeeseeeeees 154 13 6 6 Making Changes to a SCNEME c cc cce cece ee eeeeeeeeees 155 13 6 7 Related Event Searchn cc ccc cccceee ee eeeeeeeeeeeeneeeeees 156 1337 G60 ODJect Sear ssisekcuteieiasnei miedo OEC Ge a ari 156 13 7 L GeO Sear Criteria ersdiobo IA Tode bd e arva Sa PEPPER CES 157 13 7 2 Creating New Geo Object with Address Wizard 159 13 7 3 Creating New Geo Obje
93. een handed back to the landlord please mark the building as historic 84 All holding records should have an Acquisition Date set 17 Each Main Lease must have Payment Period set m Benchmarking Validation Status refers to a Building screen data only UNCLASSIFIED UNCLASSIFIED Benchmarking Validation Status refers to a Building screen data only 54 All mandatory fields must have a number gt 0 OR x the checkbox is ticked 95 All mandatory fields must have a number gt 0 OR K the checkbox is ticked 56 All mandatory fields must have a number gt 0 OR x the checkbox is ticked 57 All mandatory fields must have a number gt 0 OR K the checkbox is ticked 58 All mandatory fields must have a number gt 0 OR X the checkbox is ticked 59 All mandatory fields must have a number gt 0 OR x the checkbox is ticked 60 All mandatory fields must have a number gt 0 OR x the checkbox is ticked 61 All mandatory fields must have a number gt O X 62 Building occupied NIA must be lt NIA identified X under Building Details Please check the accuracy of the data entry 83 All mandatory fields must have a number gt O X 63 From the data entered your current space per FTE is v very low high Please check the accuracy of the data entry 64 From the data entered you have indicated a current eo workplace vacancy gt 50 Please check the accuracy of the data entry 65 Your Total Office Based
94. egdm sathierlandi as apu uk Central Civil Estate Central Office of Infarmatinn COL CLNTEAL OPP ICE OF INFORMA TURN n d E i Hat BAAHT M enservabon Area M Hus Tree Press rds Ma Na iding Ares ed r 10001 sii044F 01791878 M ME where 25 A ny Laws y MWalidaim n There are B previnus virzians Date nee End ate Ace Sarah 5rrase Field Related Land There are annealed Land records bor this property Add New Lani Link Property Inspector Once in the Inspector you can e toggle between the property holding building occupation and summary screens e view records for current year default or view previous financial years e amend the records if you have amend permissions e add notes related pictures attach documents deed information and land registry data e View change history at each level to see who last edited a record and when 7 2 1 Attached Notes You can use the Property Inspector to view or create notes for each property holding building or occupation record If the icon next to the Notes OGC Notes links underneath the tab navigation is green this signifies at least one note has been added If the icon is pink there are no notes to view UNCLASSIFIED Page 50 Version 5 15 August 2012 UNCLASSIFIED P ENS e PIMS Notepad Department Notes OGC Notes Business Need F1 Prev Page Page 1 of 1 Next Page ast Page New Page Close Save Department tor Work and P
95. ensions Notes screen If there is more than one page of notes you can use the paging links at the bottom of the screen to view the next page To add notes Step Action l Click on the Notes or OGC Notes links or icons underneath the tab navigation 2 Click New Page if you want to create a new note 3 Type your notes into the text area or amend existing notes 4 Click Save UNCLASSIFIED UNCLASSIFIED 7 2 2 Attached Documents You can upload documents for each property holding building or occupation or vacant space record If the icon next to the Attached Documents link underneath the tab navigation is green this signifies at least one document has been uploaded If the icon is pink there are no Attached documents to view When you first click on the Attached Documents link the pop up screen lists all uploaded documents for that record and any file details that have been entered If you have access rights you can delete and amend documents by clicking the appropriate links next to document entry To attach a document to a record Step Action 1 Click on the Attached Documents link or icon underneath the tab navigation Click the Add b ement button 3 Click the Browse button and navigate to the document on your computer or network 4 Complete the remaining fields as appropriate 6 Click the ave button 7 Click the tese button to exit The larger the document the longer the upload will take Do not attem
96. ent UNCLASSIFIED UNCLASSIFIED Low Risk No Co ordination If an event is classified as Low Risk it means that e there are no other relevant events in a similar timescale and location and e no opportunity for co ordination arises There will be no further notification from Cabinet Office and the department concerned can proceed to deal with the event and make any necessary changes to the e PI MS database once the event has been completed Medium Risk Departments Lead on Co ordination If an event is classified as Medium Risk it means that e other departments have events in a similar timescale and location and e there is some potential for achieving gains savings from a coordinated approach to these events Notifications are issued nine months before the event This gives details of the other relevant events and contacts at the departments responsible for those other events It is for the department to take the lead in initiating any necessary Coordination by e reviewing the events e considering the potential for achieving savings through co ordination e contacting the owners of the other events where appropriate and e devising agreeing and implementing with other departments a joint strategy where it will deliver benefits It is for the department with the largest floor area to take the lead in contacting the others That department will be identified in the report from Cabinet Office Upon completion
97. epartmenti Property Centre Select All ABERDEEN CITY ABERDEEN CITY COUNCIL ABERDEENSHIRE Space usage Select All Building Greater than or equal to Less than Space available m Car parking spaces Reset Search Add a Map Filter v o OGC 2009 All information is subject to change e PIMS Government Departmental Access to the Civil Estate Core Property Database Unauthorised access to th omput minal offence under the Computer Misuse Act 1990 OGCS The Demands Search screen lets you e View Sensitive data if you have permission e Select a range of criteria for the search and e display the results textually or on the map UNCLASSIFIED Page 139 Version 5 15 August 2012 UNCLASSIFIED 13 4 1 Demand Search Criteria The search criteria and results are specified in detail below There are no compulsory fields and it is possible to search for all demands although this is not advised due to the number of records returned Demand ID This number is an e PI MS reference number that exists for each demand record It is not essential for the search but it is returned with the search results and can be used to find a particular record in future searches Dates Required These are two date text boxes which may be used to specify the time period required for the demand The format of each date must be dd mm yyyy Invalid dates will be rejected with a message stating how the date should be formatted Status This field allows you to select t
98. expand to record the lease information Holding Type Holding Name O PIMS Property Ref e PIMS Holding Ref Sector O Department O Property centre amp Property Centre Contact Local Authority Default Floor Ares Type Further Floor Area Type Number of floors Car parking spaces 0 Physical Site Constraints Disposal Method Current Use Planning Status Comments In Accelerated Land Disposal Programme O On the Register Estimated Housing Capacity Valuations Asset Value Rateable Value CV NI Only Acquisition Date O Purchase Price Tenure Type O Record State Historie V Current Future Dept Property Ref X Dept Holding Ref Core Non Core O Future Disposal Date Crichel Down Rules Apply o Sensitive Holding Floor Area sq m Floor Area sq m O Vacation Date Subordinate interests Marketing Status Dependencies Affecting Disposal Future Use Classification Build Now Pay Later Asset Valuation Date 1 Rateable Value Date e 1 CV Date NI Only Acquisition Date Approx Please Select v Back Save amp Continue Property Wizard Create Holding screen UNCLASSIFIED Page 20 Version 5 15 August 2012 UNCLASSIFIED Complete all mandatory fields before you can click Save amp Continue Mandatory fields for holding records include e Holding Type land
99. fy Magnifier re Measure Overview map UNCLASSIFIED UNCLASSIFIED Back Forward extent The map displays the previous or next extent in the list of stored map extents Up to ten extents are stored in the extent history If the button is disabled you are at the latest extent in the extent history Click to identify Click with the left mouse button on the map A small icon is added to the map and a callout box displays the name of an e PIMS record at the location See Viewing E PIMS record Information on the Map for how to use the identification information Magnify a section of the map See Magnifier for more details Measure distance or area See Measuring for more details Toggle overview map on off Turns the overview map on or off The overview map displays the main map s extent as a red rectangle within a map that covers a larger extent For more details see Overview Map below UNCLASSIFIED 9 3 1 Overview Map The Overview window displays a small map with a larger extent than the current map The current map s extent is shown in this window with a red rectangle Overview map Display the Overview window by clicking the overview icon Ja in the Toolbar As you zoom the map in or out the Overview map s extent may change so it shows an area somewhat larger than the main map The Overview map may look different from the main map Layers may be visible at different map scales zoom levels UNCLA
100. g Occupation Costs 1 Display Energy Certificate OGC 2009 All information is subject to change e PIMS Government Departmental Access to the Civil Estate Core Property Database Unauthorised access to this computer is a criminal offence under the Computer Misuse Act 1990 OGCServiceDesk i ffi si gov uk Building Data Export screen UNCLASSIFIED Page 65 Version 5 15 August 2012 UNCLASSIFIED To use this feature Step Action 1 Use the drop down menu to select the Sector Department and Property Centre you want to export the data for and the tick boxes to select the data panels Click Export Click the link to Click here to view the exported excel file and Save it to your local network drive with the file name provided on screen This data will now be locked on e PIMS until you import it back from Excel you will see any tick boxes you selected will now be greyed out Amend the data off line using Excel Using the Import from Excel feature browse to the amended Excel file and click Import NOTE Following a data export in order to successfully import the file again it must be saved with the exact same file name While the data is exported it locks the fields on e PIMS from any other user until the spreadsheet is imported again UNCLASSIFIED UNCLASSIFIED Searching and Viewing e PIMS Records 7 4 Benchmarking Data at Occupation Level 7 4 1 Occupation Benchmarking Data If applicable for mi
101. ge in full screen UNCLASSIFIED Page 69 Version 5 15 August 2012 UNCLASSIFIED 7 6 1 Warning and Error Messages The Warning and Error Messages table in the Wizard Summary displays any missing information about any of the records The missing information is categorised as either e lt A Warning or e x Error Until any information with an error status has been added or amended the Property Record cannot be published If you are a Departmental user you must also fix any Warnings The Warning and Error Messages table provides a description of the error Click the Fix button this will take you to the relevant page in the Property Wizard where you can amend the data Only when all the Warnings and Error Messages have been fixed can you publish the record When you have fixed these you will see the Publish OGC button at the bottom of the Summary page Click this button to publish the Property Record to e PIMS Publish button 7 6 2 Information Messages The Information Messages table in the Wizard Summary displays information and advice which may make the published data more accurate This information is marked with an symbol The Information Messages table provides a description If necessary click the Fix button this will take you to the relevant page in the Property Wizard where you can amend the data 7 6 3 Validation Rules Missing Information is recognised against a set of validation rules If a record fails
102. gged in as LG CDS 4 SV p TM m electronic Property Information Mapping Service GSI Test Version 5 15 3 OGC Vacant Space Search Results Below are the results of your search Home 4841 results found page 1 of 485 Search Results are sorted on the ID column in order New Return to Search Vacant Space Summary Report EXCEL with notes View Report Administration Reporting aia m Property A Property v a Space y L A ay z Centre Dept name y ae Town e m2 Type Description wv Status y ID Expiry Break Contact Tools LAMBETH V viewCO RESIDUAL Cabinet Office OTS CLAPHAM iLonpon 6300 00 Actual COPied from Withdrawn 1 c o My e PIMS ESTATE NORTH B OF PHOENICS PACE LONDON Department OFFICE AND Louise J i N h Help M View Oe us for Work and ERE EE EALING 30885 00 Actual STORAGE Withdrawn 3 Edgley BA e Pensions ACCOMMODATION Estates SW BUILDI J View CO RESIDUAL Cabinet Office CRAIG HOUSE LONDON 1289 50 Actual CoPied from Withd 4 28 09 1994 mim j iew ESTATE abine ice S 289 ctua PHOENICS Vi rawn 28 09 leas wy Change CLG CLG Communities NEW bom ner 1 v View CULTURAL and Local BURLINGTON LONDON 39 50 Actual aeneis Withdrawn 5 Bri uod DETR wy ASSETS Government HOUSE i 995 IV View C9 RESIDUAL Cabinet Office EDSWARE ONDON 4665 00 Actual STORAGE Sold 6 17 03 1998 na on ae Ww EMESTATE T IROAD 401 ge DOS Actua BIULDINGS PACE w E i s POOR
103. he Holding information and create a new record From the Wizard Summary Page you will be able to publish the new holding The Add Vacant Space button will take you to the Holdings screen where you can add a new vacant space The Add Occupation button will take you to the Create Occupation wizard where you can create a new occupation record The Add Building button will take you to the Create Building wizard where you can create a new building record UNCLASSIFIED UNCLASSIFIED Searching and Viewing e PIMS Records 7 6 Property Inspector Summary Screen The Property Inspector Summary screen lets you view information about the Property Record It displays all related records for holdings buildings and occupations From the Summary Inspector you can e Print the summary details e View detailed information about property holding building and occupation records e Add new holdings buildings and occupations e Fix and view validation errors in the Warning and Error Messages and Information Messages tables e Publish records SS e PIMS f electronic Property Information Mapping Service GSI Test Version 5 5 2 N Property Inspector Summary Financial Year 2010 11 Related Status Current E Year EE QR Property dE Holdings Inspector Summary screen Clicking on the icon will expand any information to easily view Alternatively click on the holding building occupation name blue link to be taken to that pa
104. he action you are currently performing in the Wizard A series of Save amp Continue buttons lets you progress to the next stage until your Property Record is complete If you close your e PIMS session before entering all the mandatory data for a record it will be saved as a staging record see section 6 3 2 How do l enter a property record An e PIMS Property Record must consists of at least e one property address details e one holding lease details landlord and tenant details e one building building usage benchmarking data required unless record is classed as land only e one occupation details of sublets or MOTOS Entering a record consists of 3 steps Step 1 entering address information and checking if the property already exists in the database section 3 3 Step 2 entering the core data field for all the levels above property holding equivalent to lease building or land occupation section 3 4 Step 3 entering other relevant information such as vacant space curtilage and boundary data attaching leases etc section 3 5 UNCLASSIFIED UNCLASSIFIED 3 3 Entering Address Information of the Property Step 1 You can enter address information of a property or use the map to click on the exact location Entering Address Information Step Action 1 From the left hand menu click New Property Wizard 2 The Search Wizard will open allowing you to search for the property using the address i
105. he list To see information associated with a Location or Find result click the plus icon to the left of the item When you expand a results item you will see one or more layer names Expand a layer to see the e PI MS records found within that layer at the location E PIMS records are listed using the value of the first string field in the attributes To see details for an e PI MS record click its plus icon This displays attribute field names and values for the record UNCLASSIFIED UNCLASSIFIED v England amp Wales Parishes 1 vw Chapel St Leonards CP Mame Chapel St Leonards CP Description Civil Parish or Community Area Ha 800 1 S v All Properties Central Civil Estate 1 CHAPEL ST LEONARDS CRS ePIMS Property Ref 654023 View View Property Results tab Right click on an item in Results for options Location Rerun task Repeat the task fio EDU Remove this Location from Results Layer in E Zoom To Selected Features Zoom to checked e PIMS location n records in Results Remove Remove the layer from Results Holding in C Zoom to Zoom to this holding layer V Pan to Center map on this Remove holding Remove this holding from Results Interacting with results items and map graphics You can hover over records such as boundaries mapping and e PI MS property or similar in the Results The corresponding graphic extent on the map will change colour temporarily This allo
106. he map You can use the Actions buttons next to the demand location to amend the description delete the demand location or amend the location using the Mapping function UNCLASSIFIED UNCLASSIFIED Section 13 Searching e PIMS 13 1 Search Facilities All search facilities in e PIMS can be accessed via the left navigation Clicking Search will expand the menu displaying all the available search facilities Search facilities share many consistent features in order to make using them easier e Text fields are case insensitive ie a search will ignore whether you have entered text in lowercase or uppercase letters e Text fields allow you to enter only partial words e Many drop down list fields have the effect of refreshing the screen to update related fields In this case the search will pause and display a prompt asking you to wait as shown below The screen may also grey out while the page refreshes Refreshing data please wait rl UNCLASSIFIED UNCLASSIFIED Searching e PIMS 13 2 Property Search The Property Search shown below can be used to find details of all published Property and Holding records Click here to log out You are logged in ss LG CDS 4 MM m ms e PIMS S electronic Property Information Mapping Service GSI Test Version 5 8 6 AN OGC e PIMS Search Please select from the criteria below Click on additional tabs to add extended criteria to your search Home Search Sectors
107. he scheme The following details apply to scheme creation The process to check for new scheme creation will run every Sunday evening at approximately 8pm The Scheme Creation Date is set to the date the automatic process created the scheme The next action date will be set four weeks after the creation date e the scheme status will be created as New e Only events set to High or Medium Coordination required are considered e only events not in an old PISCES scheme are considered e events in an e PIMS scheme are not included in the automatic scheme creation UNCLASSIFIED UNCLASSIFIED A list of lead events will be generated for processing starting with the event with the largest associated area Each lead event will be taken in turn and assessed for it having any related events A scheme is created if one or more related events exist Events to be considered as Lead events will have e type D Demand E Expiry R Review B Break V Vacancy A Acquisitions and X Disposals will NOT be lead events e Event Dates between 38 and 30 weeks from now ie when the process is being run e Event Status NOT set as Complete e Coordination Required set at be Medium or High and e an associated Area Events to be considered as related events to these lead events will have e arelated grid reference or a related demand location e the same Coordination Required status as the lead event and e an associated area Spatial Criteri
108. he status of the demand Multi select is avallable by using the Ctrl or shift buttons with the left mouse click Click once on the field and then select from the following options by moving the mouse to the option and double clicking e Include All ie all possible options e Acquired the demand has been satisfied by an acquisition e Marked for Acquisition the demand may be satisfied by an acquisition e Outstanding The demand is still live e Provisionally satisfied the demand has been provisionally satisfied by existing vacant space e Replaced the demand has been replaced by another e Satisfied the demand has been satisfied by existing vacant space e Withdrawn the demand has been withdrawn Professional Advisor This is set to Select All though an individual Cabinet Office advisor can be selected if required Sectors Department Property Centre Select from the drop down list UNCLASSIFIED UNCLASSIFIED Building These fields allow size criteria and requirements for car parking to be entered into the search Add a Map Filter This area enables search criteria to be defined from the e PIMS maps This enables searches based on the preferred locations for the selected demands Map based criteria can be used in conjunction with the text based criteria above To define the search area you can use either of the two drop down menus e Region allows definition of any specific area on the maps e Search Locat
109. hnx nU UE nU UR PI T Doer e exueltund aqq dix 5 2 Searchindg Tor Vacant Space svsitieeereieiexuntuxc itae ebrei iate Section 6 Making a Record Historic 1e Section 7 Searching and Viewing e PI MS Records 7 1 e PIMS Search Sel eel ucputacaatsovi am dc RE abe Soda ase Rb Ei 7 2 Viewing e PIMS Records Property Inspector B2 L Attached NOUS coated dex PER HACER EPRDURESRA LEER PANE Sires 7 2 2 Attached DOCUMENTS sais iniret eU c loto ede rds T2434 Related PICU S raorir ua PEPEE IPEA d PI deb ebi Vs 723244 band Registry DOEQusunuiia vedere toritate P rad be Ep acia 7 2 5 Related DECUS c erre an ohio doe cte iv oq aD NER QR redes eiie 7 2 6 Amending Property Data eee nn Js24d OS REECE Ce as tia atari dimi dd dE aS 722 68 CHANGES MISTO Y soocdcsiictds vua RM que a5 ri RD eos a Vir a repac Pau 7 2 9 Adding Land parcels and surplus land 7 2 10 Valuation Office LINK 2 oro ey n ba rc COP RR Eds 7 2 11 View Landlord DetallS ccece ccc eeee eee eeeeeeeeeennenes 72 12 RENEW VCASC rnain vedono Doiade isa at cria Ue Pa ad bou 7 2 13 Maintenance Tasks onssdexcid de xv ie VIUERE LES 7 2 14 Building Occupation LINK cc cece cee eee e ee eeeeeeeeeeeeees 7 2 15 Adding and Amending Building Boundaries 7 2 16 Occupation Building Link eese Id lI Service Cal 85 uisu
110. ice LOD My e PIMS British Council Help Property Centres Select All ABERDEEN CITY ABERDEEN CITY COUNCIL ABERDEENSHIRE Vacant Space Type Select All Actual Future Potential Status Select All Region Select All Disposed East Midlands Marked for Disposal East of England ees London Town st albans Greater than or equal to Less than Postcode s Space available m Radius from km postcode Results on a Map O Map Projection y GB Our Legend Department E Vacant Space Search screen UNCLASSIFIED UNCLASSIFIED 13 10 4 Basic Search The search criteria and results are specified in detail below There are no compulsory fields It is possible to search for all vacant space by leaving all fields blank although this is not advised Vacant Space No The Vacant Space Number is an e PIMS reference number that exists for each Vacant Space record It is not essential for the search but it will be returned with the search results It can be used to find a particular record in future searches Sectors Allows search by Sectors Departments Allows search by Department Property Centres Allows search by Property Centre e PIMS Reference Enter e PIMS Property Reference that vacant space is attached to Vacant Space Type This field allows you to select from vacant space types including e Actual vacant space available now e Future vacant s
111. iew Data eeeeennnnne 31 3 5 4 Replicating a Break Review eeeeen e 32 3 5 5 AGG PFI DetallS iu oecr pun kc hi olx AREE b o PF BER CIE Pb EE os 32 3 6 5uUmiJary Pa3de sssesediosdowink uia uteretur dudas d Dono edu ont du RO Ruso 33 3 6 1 Adding to an Existing Record cece cece sence eeeeeeeeees 34 The Summary page is where you can add additional elements to the record click on any of the Add FH buttons to create a new record for that property summary This will take you to the relevant Holding Building or Occupation page in the VIZ qo Tee E N EE E 34 3 6 2 Warning and Error MessageS ssssererererererrrrrrrrrrrrro 34 3 6 3 Information Messages ssssssssseeee menn 35 3 7 General Information on Property Wizard seeeeeeee 36 Secuon 4 Land Parcelsassssasutduu a duwadud Aud x NO QN RUD OCIO DDR Qa DR uu 39 4l Creating band PaECelSssmerescuetvwtaa iid cw eut qux Unde Cherie doors 39 Land Parcels added at Holding level can be assigned to OCCUPATIONS saspau sad bad Rd aadidcvica dua nequa qu rai A MtRRd cS 41 4 2 To assign a land parcel to an occupation sseuuuss 42 UNCLASSIFIED UNCLASSIFIED Section 5 Vacant SPACES uissun sex dp wu aM ROCA OUR R MUN RONDA RR RN CHR RC austen SLANO vacat SPACE ciseuut eausa IER De nee UI DP ENT AN UR 5 2 Attaching Documents Particulars Photographs to Vacant SPa O isi ra tos vere tre
112. in as onic Property Information Mapping Service e PIMS Reporting Customise Report Back to Report Summary Ofce of Goverment Comme e e e ji iag Scheme events report for distribution Home Automated report not displayed on report menu Apply filters to the report Search Scheme ID New Export Report View Report Administration Reporting Tools My e PIMS Help Customise Report screen To view a report select your filters and click the View Report button You must make sure you have selected any mandatory report filters before viewing UNCLASSIFIED UNCLASSIFIED 14 2 1 Report Filters No filters are mandatory as long as you select at least one of them before you export or view the report Sector Select the required Sector from the list Region Select the required region from the list Note that both Region and Town can t be selected Town Select the required town from the list Note that both Region and Town can t be selected Department Select the required Department from the list Departmental users will only see their own Department in this list the screen will display one or many related Property Centres Property Centre Select the required Property Centre s from the list Note that you can multi select several Property Centres PC mandated For Cabinet Office users only UNCLASSIFIED UNCLASSIFIED 14 3 View Report Screen To view a report click the View Report button on the Cu
113. ing Breaks and Reviews e Add PFI details UNCLASSIFIED Page 22 Version 5 15 August 2012 UNCLASSIFIED 3 3 3 Building Screen The building screen is where you can record core data about the building and contains the benchmarking panels for recording quarterly annual returns on environmental data and facilities management These fields will not be available until the record is completed and saved After creating a new holding and clicking Save amp Continue e PIMS will prompt you to either Create a new Building Record or Link to an existing Building Record you would only link to an existing building record if you have multiple holdings within the same building All holdings should link to the one building record and the floor area of the building record should total the sum of all the holdings belonging to one department Any associated buildings will display in the Associated Buildings drop down list shown below You can link to any associated buildings shown in the list To link to an existing building record Step Action 1 2 3 4 Select an entry from the Associated Buildings list Click on the Link button View the linked building details and click Save amp Continue To remove the linked building click the gt gt gt link UNCLASSIFIED UNCLASSIFIED Entering an e PIMS Record Property Wizard TM n electronic Property Information Mapping Service GSI Test Ve Property Wizard Search Pr
114. ings link at the top of the table To toggle back to viewing just the current building s data click on the Hide All Buildings except the current Building link The first and last columns in the table remain fixed in position but you can use the grey scroll bars to scroll horizontally and vertically to view all records in the table Occupations are displayed in the first column and associated buildings are displayed along the horizontal axis If the Building Occupation link contains many records your browser speed may slow down when scrolling To optimise your experience please wait for the Ready message to appear before typing into the text boxes UNCLASSIFIED UNCLASSIFIED Any over under allocation of floor space will display under the table It is not mandatory to ensure that all floor space is accurately allocated but it is recommended e PIMS Building Occupancy Link If this Building Occupation Link contains many records you may experience some slowdown when scrolling In order to optimise your experience please wait for the Ready message to appear before typing into the text boxes Show All Buildings Validate Allocated Area m 4 Toilet Block 0 of 97 75 0 of 305 34356 FOREST SERVICE FLORENCE FOREST Validate 35138 GROUND RENT NATURE RESERVE AT 0 of 1 AGHATIROUR Validate Validate Cancel Save amp Close Building Occupation Link screen To validate the floor space of buildings and occupations Step A
115. ion Programme Name Reporting Financial Year Tools Programme Type My e PIMS Start Date dd mm yyyy Help Finish Date dd mm yyyy Dats Submission Deadline dd mm yyyy 15 12 2010 Status Add Property Centres Sector Department Clear Search Property Centre Please select a Department Add Property Centre Add All Participating Property Centres C view All Enable Paging Number of Records 1o Department Property Centre p Date Use the Select Programme drop down menu to select the programme The screen will automatically refresh UNCLASSIFIED Version 5 15 August 2012 Send Email Send Email Remov Send Emall Remove Send Email Remove Send Emall Remove Send Emall Remove relevant Page 185 UNCLASSIFIED 17 1 1 Programme details panel Use the Edt button to edit any of the details e Close Programme button to close the programme e Re Open Programme button to re open a closed programme 17 1 2 Add Property Centres panel To add a Property Centre to the Programme 1 Use the dropdown menus to select the Sector Department and then appropriate Property Centre 2 Click the Add Preperty Centre Dutton 17 1 3 Participating Property Centres panel Use the e SendEemail button to send an email to a Property Centre e Remove button to remove a Property Centre from the programme UNCLASSIFIED UNCLASSIFIED Benchmarking 17 2 Benchmarking Service Manager Console You
116. ions uses a list of pre defined search locations held in a map library within e PI MS To define your own search location Step Action 1 Select a region from the location drop down menu 2 Enter a search description in the Location wizard 3 Click on the polygon tool IO and click points on a map to define a boundary Double click to complete the boundary polygon Click the sae button Ul amp The Search screen will now refresh with your selected Search location View and maintain your own personal Search Location Librar Choose existing Search Boundary Create a new Search Location Select a Search location from the reference library below Select a Go Region to use the Map Go Region Search Locations Please Select X Your selected Search Locations Your selected Search locations panel To use a search location from the reference library select the region or town from the drop down menu UNCLASSIFIED UNCLASSIFIED 13 5 Search Events GSI Only 13 5 1 Introduction The Civil Estate Coordination Protocol CECP sets out how departments and the Cabinet Office as successor to Property Advisers to the Civil Estate PACE co ordinate departmental activity in e acquiring e managing e rationalising and e disposing of workspace on the Civil Estate It is currently annexed to DAO GEN 1 96 which covers the accounting framework for this activity Cabinet Office interrogates e PIMS to iden
117. is a description for a land parcel Area y Add Parcel View DROO12 Agricultural Holdings Brownfield Current Add Boundary View 2 345345 Easements Not Known Current Add Boundary Land Parcels panel Click the amend button to amend any details 7 2 10 Valuation Office Link The Rateable Value of the holding can be checked by accessing the Valuation Office website using the VOA button The website will open ina new browser window 7 2 11 View Landlord Details Click the View landlord button if visible to view any landlord details UNCLASSIFIED UNCLASSIFIED 7 2 12 Renew Lease You can renew your lease details by clicking the Renew Lease button You must make sure you have the appropriate start and end dates before you carry out this action Only use the Renew Lease button if the lease has been renewed and you need to enter new dates When you complete the lease renewal process the original lease details will be saved and made historic and the new lease details will display in the current holding Do not use the Renew Lease button to correct lease dates that have been entered incorrectly please contact a member of the e PIMS team 7 2 13 Maintenance Tasks The Maintenance Tasks link on the Building screen underneath the tab navigation lets you add any information and notes regarding maintenance details for the building including e Maintenance Task Type e Estimated Date of task e Completed Date of task e Estimated Co
118. ison A summary results screen is rendered displaying related events using agreed related criteria You can then add a related event to the scheme Related Event Search Scheme Maintenance Bottom This part of the screen lists all key changes made to the scheme including e addition and removal of events and e any change in Scheme Status Scheme History 13 6 6 Making Changes to a Scheme See A new scheme is created based on the existing scheme if changes are made to a High Risk scheme with the scheme status set to Despatched report The existing scheme is set to Replaced and a reference is included to the scheme that replaced it UNCLASSIFIED Page 155 Version 5 15 August 2012 UNCLASSIFIED Searching e PIMS 13 6 7 Related Event Search This screen allows users to search for events to add to an existing scheme The default search parameters have been agreed with the Coordination Team The defaults are used by the system to automatically create schemes based on related events This manual screen allows you to change the settings and therefore include related events scheme Related Event Search Clesenpt DUNEDIN HOUSE Pen L L i i ard i Ralated Event Search Criteria B10 Related Event search 13 7 Geo Object Search You can access the Geo Object Search from the left navigation by clicking Search gt Geo Object From this screen you can e Search or e Create a new Geo Object OG C PIMS Property
119. itionally Cabinet Office will interrogate the e PI MS database for any opportunities for re use that are offered by other departments with lease expiries or lease breaks where the possibility exists of transfer to the surplus space at lease expiry or lease break If there is an apparent opportunity to re use the surplus space that will offer VFM Cabinet Office e works with the departments concerned to investigate the option and e appraises the option against others in order to quantify the VFM gains to assist in decision making The decision on whether to proceed rests with the department concerned Any changes to the e PIMS data that flow from an estates rationalisation are made by the Department either directly or exceptionally by notifying Cabinet Office UNCLASSIFIED UNCLASSIFIED Searching e PIMS 13 5 2 Events Search Screen You can access the Events search screen from the left navigation Search Events Event Search screen Coordination This field defines the status of an event Include All is the default search value but you can individually select e High e Low e Medium and e Outstanding Type This list box identifies the different types of events and allows multiple selections of event types Include All is the default value Status This field indicates the status of the event An event can be set with a status of e Include All e Not Complete e Complete e Pending or e Te
120. le dependent You may need to zoom the map in or out to see these layers displayed even if its check box is checked to draw UNCLASSIFIED UNCLASSIFIED If layers have a plus button next to the name you can expand the layer to display a legend for the layer The legend may display a single symbol or multiple symbols for the layer For example here are the symbols used for All Vacant Space Central Civil Estate Display Configuration Gi e PIMS gt My Properties My Holdings My Buildings J All Properties Central Civil Estate My Search Results All Vacant Space Central Civil Estate jb Many Not defined 3x Actual T Future IX Patential Display Configuration B E E E E Ej 9 3 The Toolbar The toolbar allows you to interact with the map by clicking on the map with a tool For example if you click in the toolbar on the Zoom In tool then click on the map the map will zoom in around where you click You can also interact with the map using the keyboard or mouse See later in this section for tips on using the keyboard and mouse to interact with the map Print Preview d PI S eo 10 cy BITS oco Mapping toolbar To use a tool Step Action 1 In the toolbar click on the tool you want to use 2 Move the cursor over the map The cursor may change to indicate the tool you are using 3 Click on the map with the left mouse button Note Some tools work by depressing the mouse and dragging th
121. le flexibility when allocating responsibilities to users Further information and registration details are available from e http www epims ogc gsi qov uk e https www epims ogc gov uk UNCLASSIFIED UNCLASSIFIED Section 2 Logging on to e PIMS 2 1 e PIMS Login Details When you successfully register for an e PIMS account you will receive an email from the service desk containing your personal login details namely e your unique login name e asystem generated password e details of your security rights within e PIMS e ahyperlink to e PIMS on the Government Secure Intranet GSI or Secure Internet You may want to bookmark the e PIMS Login screen shown below in your browser by adding the URL to your favourites e PIMS electronic Property Information Ma Login Help NOTE all passwords are case sensitive User ID Technical Help Password Tick box to ch 1 PIMS Government Departmental Access to the Civil Estate Core Property Database Unauthorised access to this computer is a crimina CServiceDesk cabinet office qsi gow uk mange password after login Login Close Window Click here if you have forgotten your password F you do not have an e PIMS account click here to register your details OGC 2009 All information is subject to change e offence under the Computer Misuse Act 1990 OGCServiceD e PIMS login screen The very first time you login to e PIMS you will be prompted to change your password This ensures m
122. lete the tenant details and click Save Click the Close button to exit and view the Create Occupation screen You can add contact details to the tenant record and view any other Tenant Occupations The tabs at the top of the Tenant Details screen provide access to allow you to view all contacts add a new contact view Tenant occupations To add a contact complete the fields and click the Save button Your new contact will now display in the All Contacts tab UNCLASSIFIED UNCLASSIFIED 3 5 3 Creating Break Review Data Break Reviews can be added to holding and occupation records You can only add a Break Review once you have saved all the mandatory holding and lease data To access the Create Break Review screen click the Add Break Review button at the bottom of the Lease Holding details page A pop up box will appear on screen Break Review Details Please enter the details of the Break Review below Click on the Save button to add the Break Review to your lease or cancel to close the window without saving Property Number Holding Number 2 Type Earliest Date Last Date Notice Period Completion Date Break Option Party Please Select Add Break Review screen To add a Break Review Step Action 1 Click the Add Break Review button at the bottom of the holding occupation screen 2 Complete all mandatory fields ie e Break Review Type Ear
123. liest Date e Notice Period Break Option Party 3 Complete optional fields ie Break Type Earliest Date Last Date Completion Date 4 Click Save to return to the holding occupation details page Your Break Review details will now display 5 Click Save amp Continue to Save UNCLASSIFIED UNCLASSIFIED You can click the Cancel button to return to the holding screen without saving any Break Review details 3 5 4 Replicating a Break Review Once you have set up a break or review for leaseholds you can replicate the Break Review details for future dates This avoids having to create many individual Break Review records for long term leaseholds To replicate a Break Review Step Action 1 Click the Replicate button in the Break Review details 2 Complete all mandatory fields and any optional data Mandatory fields include e Period of Break Review e Number of iterations 3 Click Replicate to return to the holding occupation details page The replicated Break Review dates and details will display in the holding occupation details page 4 Click Save amp Continue to save the data 3 5 5 Add PFI Details If the Tenure Type of the holding is selected as PFI the page will automatically refresh and display the Add PFI Details button on the blue page footer You can only add PFI details after you have saved all the mandatory holding data PFI Holding Holding PFI Holding details UNCLASSIFIED UNC
124. llowing colours are used throughout the Property Wizard e Yellow Background This indicates a mandatory field The form will not be saved unless this field is completed e Light Blue Background This indicates a read only field ie it cannot be edited e White Background This indicates a non mandatory field Mandatory Fields Mandatory fields are usually denoted with an asterisk and will have a yellow background If you try and save a page and you Nave not completed all the mandatory information red validation text will appear at the top of the page and next to the relevant mandatory field UNCLASSIFIED UNCLASSIFIED Tooltips Hovering over certain fields with your mouse will display additional tooltips about the data to complete Info Icon The info button is sometimes available to offer additional information If you click the info button a new pop up screen will open displaying help about that particular piece of information Date Format All date entries should be entered as dd mm yy unless otherwise stated Form Refresh When you enter information into the Property Wizard you may trigger a form refresh When this occurs you will see the screen go grey and a loading message will display This occurs because the Wizard is either updating or saving the information you have entered If you close e PIMS during this process your information may be lost Depending on factors such as connectivity and network spee
125. map defined in extent by the boundary of the search If you searched for all records relating to a single Property Centre and ensured the Results on a Map field was ticked you would see a graphical representation on a map of the UK of all the selected Property Centre s occupations Use of the Sort order is recommended based on the type of search required This option should be used in preference to clicking on the UK map if you wanted to confine the information displayed on the map to that entered in the search criteria By default this field is not checked Record State A record is in one of three Record States e C Current Holding ie live on the Civil Estate e H Historic Holding ie no longer on the Civil Estate but remains for audit purposes e F Future Holding ie a holding which will form part of the Civil Estate in the future Most records are marked as Current which means they are properties in use today Historic means it was a property in use at one time and Future denotes for example a lease that has been signed for a property not yet occupied UNCLASSIFIED UNCLASSIFIED 13 2 2 Advanced Search Criteria Advanced Searches will filter the results in greater detail Holding Type By default the Select All option of this field will be selected ensuring that records of all Holding types are returned Choosing a different value will filter the results returned by the Holding type selected Tenure Type
126. matically logged out 13 Basic Property Search 121 Benchmarking Data 64 Building Occupation Link 58 can t login to e PIMS 195 Changing Your e PIMS Password PEE iUud iD ES D E DRM 12 configuration notes 196 create a new Related Deed 54 Creating Demand Locations 117 Creating New Demands 116 Current Holding 124 Data Relationships Diagram 197 Data Validation 113 Default Page Settings 111 Deleting Staging Records 99 112 Demand Records 115 Demand Search 139 Demands Search 139 Departmental Property Reference 123 electronic map eese 9 e PI MS Data Relationships DIAGEQFTL sas eccvea s vx Ya XE a GOOP OY 197 e PIMS Settings 110 EVENTS vndc D Cun Do OUR 142 Events Search Screen 146 Export Report 1 7 FAOS Po 195 Finance Information 63 ROOF al ed reaa 169 Future Holding 124 UNCLASSIFIED Generating a Summary report 135 Geo Object eeeeeeee 156 Historic Holding 124 Holding Company Search 161 Internet Service Level Agreement ABl M 9 Land Registry Data 53 Landlord Search 162 Logging out of e PIMS
127. mp FIMS Help Print Expert Import Property Errors screen You can choose to print or export these errors to a csv file When you have corrected them click the s te Property Import Dutton and repeat steps 3 onward UNCLASSIFIED UNCLASSIFIED 8 3 Using the Export Function in Property Lite You can select Import Export Properties Dutton to also export a spreadsheet or your records for information You can make amendments to the records and re upload the spreadsheet following the steps outlined above in 8 2 UNCLASSIFIED UNCLASSIFIED Section 9 Mapping 9 1 Overview The e PI MS mapping feature lets you search and create properties or view search results via an Ordinance Survey OS map This provides an alternative to the textual method of finding information and allows you to view the actual location of your properties e PI MS supports the full range of OS scales which allows it to display anything from a map of the whole of Great Britain to the details of a site or street The mapping feature is used in various places throughout e PIMS including e Property Search e creating new Property Records and Holdings in Property Wizard Using the e PIMS Mapping feature you can e Search and view e PIMS property on OS maps e Zoom in and out to a particular point on the map e navigate North South East and West e pan to a particular point on the map e determine the precise mapping data that you need via the
128. n a map or perform an address based search to select the correct property Click Create Holding by the relevant address to open the input screen UNCLASSIFIED Page 71 Version 5 15 August 2012 UNCLASSIFIED Property Lite eR RR a WCE Soom us fm Gidding c a gan tonc u remissius E HEE E IMS TTC Tw es up oc TG I2046Ty T2 T5ON ee aD Town Property Lite input screen UNCLASSIFIED Version 5 15 August 2012 Page 72 UNCLASSIFIED Enter as many fields as possible Mandatory fields yellow background are e Property Name e Dept Property Ref e Post Town e Sector e Department e Property Centre e Listed Building e Holding Name e Holding Department e Holding Property Centre e Holding Tenure e Holding Type e Floor area Click Save to save the record UNCLASSIFIED UNCLASSIFIED Property Lite 8 2 Using the Import Function to Upload Lite Records Click New Property Wizard Lite e PIMS electronic Property Information Mapping Service GSI Test Version 5 11 3 Property Lite Wizard Search for Property Import Export Properties Use this screen to find the Address which you wish to use as the basis of the New Property s address as recorded by e PIMS Address Source 8 Great Britain C Northern Ireland International Search by Postcode wu Search Click on the Import Export Properties button on the top right of the screen Select the appropriate Sector Department Proper
129. navigation tabs or expanding the Vacant Space tab beneath the Holding details amp Vacant Space Attached Documents Property Particulars Related Pictures Notes OGC Notes Amend General 6371 Type X Actual Disposed 22 m To m NIA 23 06 2011 To Storage 0 house 3 IAN DOUGAL 020 7276 5430 Email ian dougal cabinet office x gsi gov uk 22 06 2011 Vacant Space List Add Vacant Space Vacant Space No Description Space m S s Floor Area Type ersion There are 2 previous versions Date 17 06 2011 End Date Parkin Geoff Vacant Space panel To add new Vacant Space details Step Action 1 Expand on the Vacant Space panel on the holding occupation screen 2 Click the add vacant space button and wait for the screen to refresh 3 Complete the yellow mandatory and any non mandatory fields where appropriate 4 Click Save UNCLASSIFIED UNCLASSIFIED Mandatory Vacant space fields are e Vacant space status e Space available e Dates available e Usage e Description e Refurbishment required Please note you should enter a good and full description You can also use the Related Links field to enter links to external websites that may be of interest for example agents website 5 2 Attaching Documents Particulars Photographs to Vacant Space It is good practice to attach property particulars and a photograph to any vacant space record This is because these filter through to the Vacant
130. nformation or on the map Property Search using Address e PIMS Search Wizard PIMS Property and or Postal Address for your Property Great Britain Northern Ireland International Name Number Streeti Town Organisation Postcode wela Grid Ref E Search Always Rescale Map V Display Results on Map VF Iv e PIMS Search Wizard 3 Enter a postcode or grid reference into the Search Wizard e A postcode this will search for all existing e PIMS published and staging Property Records e OS LPS map grid reference this will also search for all existing e PIMS Property Records or e address this will search for all known UK postal addresses 4 If the address is already recorded on e PIMS this will be displayed This means departments can add their holding details to a property even if another department is the major occupier of this property Choose Create Holding to open it up and enter your details UNCLASSIFIED UNCLASSIFIED e PIMS Search Wizard Search for an existing e PIMS Property and or Postal Great Britain Northern Ireland Internationa Name NumberW Street Town Organisation Postcode wela Grid Ref E N Search Always Rescale Map Display Results on Map v 2 existing e PIMS Sites returned e PIMS Property Results e PIMS Property Property Create Ref Ni Property Address View Holding o f 085 Search Results Step Action 2 If the details of your
131. nor occupiers of MOTO sublet occupations only you can amend any benchmarking details for associated buildings in the Occupation Property Inspector screen Benchmarking data doesn t always display by default Step Action 1 Select a building from the drop down list marked Please select the building to be benchmarked This will reveal the Benchmarking panels Please select the building test property v to be benchmarked Please Select v Additional Building Detail test property v Environmen t v Space Employees and Workstations v Additional Occupation Costs Y Building Operational Costs Building Occupation Costs v Vacant Space Expand a benchmarking panel by clicking the reveal 3 button Click the Amend Button to change read only details into editable fields Amend the data as required Click Save UNCLASSIFIED Page 6 7 Version 5 15 August 2012 UNCLASSIFIED 7 5 Creating Additional Holdings Building or Occupations to an Existing Record When viewing a record go to the Summary screen There are options to Add Holding Add Building or Add Occupation on the right hand side of the screen Clicking on these will open up a new entry screen at the relevant level Enter the information as described in section 3 and save The Add New Holding button will create a new holding record for your Property Record When you click this you will be presented with the Wizard Holding screen where you can complete t
132. o the Department and the Scheme Status is set to Sent to Department It will be sent via email using one of two templates relevant for Medium or High Risk Currently disabled pending further review UNCLASSIFIED UNCLASSIFIED Searching e PIMS Scheme Status N New pending review by Professional Adviser ie just created by e PI MS P Pending under review by Professional Adviser delay email report A Accepted by Professional Adviser will trigger email report C Complete W Withdrawn ie ignore as irrelevant R Replaced If the status is set to e Nor A the email report will be sent to Departments initially only A will be sent to departments for both High and Medium risk schemes e Pthereport will be delayed until the status is set to N or A or e R Cor W the report will not be sent An Outstanding Scheme is defined as one with a status of P N or A 13 6 3 Scheme Search You can access the Scheme Search from the left navigation menu by clicking Search Scheme Scheme Search UNCLASSIFIED Page 153 Version 5 15 August 2012 UNCLASSIFIED Searching e PIMS 13 6 4 Scheme Summary This summary screen lets you navigate to Scheme Maintenance OER Se Property Information Mapping Service Holding Summary S sb Property Portfolio Report Holding Summary Preview Report ding artment rn Department Property Hol Prt Prope ame Town Dept Property Ref gt operty N Holding Name
133. o the associated holding scheme and landlord record and e view or amend maintenance for the selected event record 13 5 6 Event Maintenance The following screen displays when you select View or Amend Events Event Details for Event 12 Event Details Only the Professional Adviser event description and Co ordination required fields are editable UNCLASSIFIED Page 149 Version 5 15 August 2012 UNCLASSIFIED Auto Related Events Outstanding events displayed in view mode show an additional button to the bottom left of the screen which allows automated search for potential related events This is to help the Professional Adviser decide whether co ordination may be required This search uses the same logic applied to the scheme creation process which is defined later 13 6 Search Schemes Schemes are created for Medium and High co ordination events and must contain at least two events You can access the Schemes Search from the left navigation Search gt Schemes 13 6 1 Scheme Creation Process A new scheme will be created for Medium and High Risk events if e they do not already exist in a scheme and e the event date is 38 weeks from the current date An email is sent to the relevant Professional Adviser for review A period of two weeks will be set aside for review Currently this is disabled pending further review A scheme comprises of related events with a lead event chosen by e PIMS as the catalyst for t
134. obat Reader UNCLASSIFIED UNCLASSIFIED Searching e PIMS 13 3 8 Viewing Property Details Clicking on the icon associated with a record will refresh the screen displaying the Property details shown below e PIMS HERCULES HOUSE 37066 Depi Property Ael 033066 HERCULES ROAD LAMBE TH Post Town E LOM LONDON Post Code SEi Fini London Country UNITED KINGDOM LAMBETH LAMBETH Pr fessaudnal Adecer T ali olm Sutherland Central Civil Estate Central Office of Information CUM CENTRAL OF FP ICE OF INFORMATION n No N si1044F 1791878 M ME where cc rim verum There are B previous verzians Date 11 7 2008 Related Land There ane no elated Land records for this property Add New Land Wink Property Inspector screen From here you can also view e the holdings within the property e the building s information for the property e the occupations within the property a summary of all the information UNCLASSIFIED Page 136 Version 5 15 August 2012 UNCLASSIFIED 13 3 9 Viewing Property on a Map From the Property Summary click the Map icon associated with a property to open the e PI MS Mapping interface The View Map pop up opens e PIMS View Map Oa HOUS d MUT ex P 3 RON D d EVA H Crown copyright OS Lic No GD03206G NI LPS MOU NO 222 Expand extra options View Map pop up You can zoom in and out using either e the and buttons on the map or
135. ooms or pans UNCLASSIFIED UNCLASSIFIED 9 4 Exploring the map 9 4 1 Using the mouse You can use a mouse or pointing device to move around and explore the map Map action Icon Description Navigation tool Located in the upper left corner of up the map display Click and hold on enm the Navigation image in the direction you want to re center the map You can click on any spot on the Navigation image to fine tune the movement Re center the map Pan tool Click on the Pan tool in the Toolbar qm then click and drag the map to move it Mouse wheel Scroll the mouse wheel forward or up to zoom in Each wheel click will i zoom the map by about 50 percent in width and height Shift Left mouse Hold the Shift key down then hold 4 the left mouse button down and drag T to draw a rectangle The map will zoom in to the area of the rectangle Zoom in tool Click on the zoom in tool in the Toolbar then i Zoom in Click once on the map the map will zoom in and recentre the map where you click or Click and drag to draw a rectangle on the map the map will zoom in to the area of the rectangle Zoom level Click the plus button on the zoom level control to zoom in Some maps L may have ticks between the plus and minus buttons which may be clicked to zoom to a specific scale UNCLASSIFIED UNCLASSIFIED Scroll the mouse wheel backward or down to zoom out Each wheel click will zoom the ma
136. operty NE Create Property fg Create Holding Create Building GS create Occupation C Summary Create New Building Create Building Details for TEST This screen records basic information about the physical characteristics of the building A property may consist of a single building or many buildings associated with one or many holdings Benchmarking data is also recorded on this screen there are options for additional building details environment space and employees and additional costs Building Name O l Record State Q Historic e Current C Future e PIMS Property Ref 831771 Dept Property Ref 23421 e PIMS Building Ref Dept Building Ref Property Name Listed Building O Core Non Core O Core Inflexible Property Centre NON PUBLIC SECTOR Future Disposal Date U zu Default Floor Area Type v Floor Area sq m Further Floor Area Type Please Select v Floor Area sq m Number of Floors Floor Type Not Known Construction Date Band O Building Usage Building Type Not Known Refurbishment Date O Building Condition Please select e Classification NI only Occupancy 0 Number of unique occupants Common Area sqm O Common Area Floor Area x Back Save amp Continue Create New Building screen The core building screen contains 6 mandatory fields e Building Name e Dept Building Ref e Floor
137. or Future Development Other Land ree he Other Please Specify Vacant Space Property Lite You can edit this screen in the same way as the normal Property Inspector If you view and edit the same record using a Holdings search it will open the full Property Inspector and you will have to complete the additional mandatory fields If you did not intend to complete a full record for the property cancel the amendment and access it using an All Property search UNCLASSIFIED Page 138 Version 5 15 August 2012 UNCLASSIFIED Searching e PIMS 13 4 Demands Search You can access the Demand Search from the left navigation menu The Demand Search screen lets you search for demands recorded on e PIMS All demands which satisfy the search criteria will be shown except those that have been indicated as Sensitive which you may not have access rights to view Click here to log out You are logged in ss LG CDS de m LS electronic Property Information Mapping Service GSI Test Version 5 8 6 OGC e PIMS Demand Search Home Requirements Search Demand ID New 2 Date Required Between Een And Een Administration Status Select All OGC Adviser All Reporting Acquired Ali Cassim Marked for Acquisition David Ross Tools Outstanding Hash Mistry Sect Select All My e PIMS Central Civil Estate NHS Bodies Help Local Government Department Select All Attorney General s Office LOD CDS Test Department CDS Test D
138. ose parent Property has already been published will open up the Property Inspector Summary Page Any Staging Records will display in green text on the Property Inspector Summary page To amend the staging record click on the name of the record or Department Reference to open the relevant page in the Property Wizard Holding Test for AJAX Landlord Add Occupation X Add Buil ding Dept Ref OGC Ref Tenure Type Landlord Lease Expiry Area m 58106 21 Ground Lease Inspector Summary Staging Record details UNCLASSIFIED UNCLASSIFIED To publish a Staging Record for a holding building or occupation that has its Property Record already published Step Action 1 In the left navigation click My e PI MS gt Staging area to open the My Staging screen 2 Click the View button in the Holding Building Occupation Summary table for the record you want to publish This will open the Property Inspector Summary screen 3 Amend any mandatory Missing Information by clicking the Fix button to fix the issues within the Property Inspector AND OR Click on the green Staging Record name reference to address any issues within the Property Wizard 4 Click the Publish button on the Inspector Wizard Summary page when you have addressed all issues 10 2 4 Deleting Staging Records If you need to delete any Staging Records from e PIMS click the Delete t button next to the Record you want to delete
139. oss Departmental high level data 121 search for demands 139 search for Holding 121 search for Property 121 Search Option Settings 110 Search results 131 Searching e PIMS 119 Security rights 195 Service Charges 62 SLA Verification 113 Sort Table Data 109 Sorting the summary listing 135 Staging and Published Records 95 Summary report 132 Surplus Land Search 163 Table Paging 109 Tenant Search 164 Troubleshooting 195 Vacant Space Number 166 Vacant Space Search 165 Validation Rules 100 Valuation Office Link 56 view and amend Related Deeds 54 View Holding Details 109 View Holding Details on Mapping TET REIN 109 View Holding Report 109 View Landlord Details 56 View amend Staging Records 112 Viewing Property on a Map 137 UNCLASSIFIED
140. ound for mandatory fields and e White background for non mandatory fields Security rights Based on the security rights allocated to individuals users are restricted to the information that they can see and maintain in relation to the full Civil Estate Co ordination Agreement CECA detail All users can view high level address details for all Civil Estate Property records Individuals can be allocated any combination of Delete Amend Create and View rights to Property Building Holding Lease Occupation Landlord and Tenant UNCLASSIFIED UNCLASSIFIED 18 2 Troubleshooting Client browser configuration notes e PIMS has various browser prerequisites for successful operation These can be summarised as Internet Explorer 6 or later is the browser of choice other browsers may work but this is not guaranteed Cookies should be enabled Although cookies per se are not used session variables are Session variables require cookies to be enabled VBScript and JavaScript should be enabled For advanced reporting either ActiveX or Java applets should be enabled Screen settings should be set to 1024 x 768 screen size for optimum use of e PIMS You can check your browser settings by clicking on the following link http www epimstest ogc gsi gov uk browsertype UNCLASSIFIED UNCLASSIFIED FAQs and Troubleshooting 18 3 e PIMS Data Relationships Diagram Common Data PAF NLPG Occupation Occupation Vacant
141. p by about 50 Mouse wheel percent in width and height Ctril Left mouse Hold the Ctrl key down then click the left mouse button to zoom out You can also hold the left mouse button down and drag to draw a rectangle The map will zoom out so that the current map extent fits into the rectangle drawn The smaller the rectangle the more the map zooms out Zoom out tool Click on the zoom out tool in the Toolbar then Zoom out Click once on the map the map will zoom out and recentre the map where you click or Click and drag to draw a rectangle on the map the map will zoom out so that the current map area will fit into the rectangle drawn The smaller the rectangle you draw the more the map will zoom out Zoom level Click the minus button on the zoom level control to zoom out Some maps may have ticks between the plus and minus buttons which may be clicked to zoom to a specific scale Set the Scale Finder Click this and select from the drop Scale a down menu for instant zoom to and or i various scales and regions extent of the map UNCLASSIFIED UNCLASSIFIED 9 4 2 Using the keyboard You can use keyboard to move around and explore the map These keys navigate the map when the mouse cursor is over the map area Map action Keyboard shortcut Description Each click of the plus key on numeric keypad only zooms in the map by a fixed amount Hold the Shift key down and press the Plus key Zoom in
142. pace is planned to be available at a specific date in the future e Potential vacant space that might become available in the future but for which no specific date has been identified UNCLASSIFIED UNCLASSIFIED Status This field allows you to select the status of the vacant space e Select All ie all possible options e Disposed e Marked for disposal e Outstanding the Vacant Space is available and has not yet been filled e Provisionally satisfied e Satisfied an occupier has been found for the Vacant Space e Withdrawn the Vacant Space has been withdrawn Region You can e select one or more regional boundary from the selection in this field or e include all regions by selecting Select All Town Allows search by town Postcode Allows search by postcode postcode stem eg NW1 or multiple postcodes stems Radius from Postcode Enter a postcode and a km radius Space available m These two text boxes allow you to specify boundaries for the size of space required You may select e alower boundary using the left hand greater than or equal to field or e an upper boundary using the right hand less than field The space may be bounded with upper and lower boundaries by using both fields Measurements are in square meters UNCLASSIFIED UNCLASSIFIED Results on a Map If you check this box it displays the results to a map with the location of each vacant space search marked with a
143. port into from the drop down list and click the arrow button amp 3 You will be prompted to Open Save or Cancel the export Choose your requirements appropriately 4 To save the export click Save and choose a location on your network computer to save the file You can also rename the export by changing the file name on the Save As prompt window 5 To view the export click Open and the report will open in your browser window UNCLASSIFIED UNCLASSIFIED Section 15 Document Repository The Document Repository lets you add and maintain documents and link them to properties and the e PIMS hierarchy Property Holding Lease Transaction Building Occupation Vacant Space You can access the document repository from two locations Tools Document Repository in the left navigation this displays all functionality or from one of the links in Property Inspector this provides targeted functionality displaying only the documents relevant to the selected property holding etc 15 1 Search When you first access the Document Repository you will have to perform a search before you can add or maintain documents To do this select the relevant Department and Property Centre whether to display by e PIMS hierarchy or property document type if you do not select one the default Select All will be used whether you want to also include historic records in your search When you have selected the relevant criteria cli
144. pr F Fxteenal Orrupn Link a Car Parking Spaces Defaull Flaar Area Type Further Floor Area Type Tenant a crcupier Property Centre iF Create New Occupation screen All blue fields on the Create New Occupation screen indicate that the data is read only and cannot be directly edited If your Occupation Type is set to Sub let or MOTO you may need to add additional Lease Break Review or Landlord details NJ UNCLASSIFIED UNCLASSIFIED The following fields need to be completed for the Occupation Record e Occupation Type defaults to owner e Occupation Name e Dept Occupation Ref e Default Floor Area Type defaults to NIA e Floor Area sq m e Tenant e Occupation Usage If the Occupation Type is set to MOTO or Sub Let you will need to add the Lease details to the Occupation Record and consider adding any Break Review details Before you can add Lease or Break Review details you must complete all mandatory occupation data After completing the mandatory occupation data click the Add Lease button The page will refresh and then display the Lease Details fields Shown below When you have completed all the mandatory holding lease data you can also add a Break Review Mandatory lease data is e Start Date e Expiry Date e Current Rent e Payment Period e Payment Frequency e Payment Terms e Rent Start Date Note that the information you enter in the Start Date Expiry Date and
145. pt to upload documents greater than 10 Mb 7 2 3 Related Pictures You can use the Attached Images link to upload an image about the property or record If the icon next to the Related Pictures link underneath the tab navigation is green this signifies at least one image has been uploaded If the icon is pink there are no Related Pictures to view You can upload multiple images At Vacant Space level you will be asked to select one image as the primary image this denotes the picture that is made available to other users of the system on the vacant space friendly view page UNCLASSIFIED UNCLASSIFIED The Related Pictures screen lists all uploaded images for that record and any file details that have been entered If you have access rights you can delete and amend image entries by clicking the appropriate links next to document entry To add a Related Picture Step Action 1 Click on the Related Pictures link or icon underneath the tab navigation 2 Click the st ere button 3 Click the Browse button and navigate to the document on your computer or network Complete the remaining fields as appropriate Click the ave button Click the ese button to exit 7 2 4 Land Registry Data The Land Registry data link underneath the property tab will take you to the external URL http www landregisteronline gov uk From here you can access the Land Registry data UNCLASSIFIED UNCLASSIFIED 7 2 5 Related Dee
146. r Otice of Government Commerce Property Centre Name Cabinet Office Home Property Occupation Name 70WH Search Town LONDON Reporting Building Manager Name Tools Building Manager Email My e PIMS Date Email Sent 24 06 2009 Help Your name and eMail address Senders Name Louise Giles Senders Email Address louise giles cds co uk Send Email Preview Email Edit Save and Load email templates Saved templates Please select an existing template z Template Save Name Save Template Clear Template Email Details Email Subject OGC Property Benchmarking Exercise 70 WHITEHALL LONDON Email Message A S 9 Paragraph Font Name Rea v E m EE i i DA custom Links IMPORTANT NOTE TO THE BENCHMARKING SERVICE MANAGER Sie WLAN VUI GYO Vi A IVU OG VAVIIIBPHIULUUCS WUIV GY ANU AOV ivi VIPNSUILITIM wicy are submitted in a timely manner There are two options 1 Do it yourself or 2 Delegate responsibility to the relevant Building Manager This e mail template is fully editable allowing you to customise the message for your particular audience However the following information must remain within the body of the text 1 The submission deadline 2 Linkto the survey 3 Link to Guidance and Help Subject to your decision on who will issue the S e CLER Lolli uem emm ml iu bd nS eMail Building Manager screen From here you can edit and if necessary save the Email template for fu
147. riendly view For more information on Searching Vacant space please see section 13 2 UNCLASSIFIED UNCLASSIFIED Section 6 Making a Record Historic To make a record historic Step Action 1 View the relevant record at holding level and click Amend 2 Change the record state field from Current to Historic This only needs to be done at holding level and will filter to all other related records for that property including property building occupation and related land Any Vacant Space will be marked as Withdrawn 3 When you select the record state as historic you will be prompted to enter a reason for making the record historic Please select a reason from the drop down box 4 You will be asked to enter Disposal Proceeds if you have selected the reason as Sold This is mandatory 5 You will be asked to enter Date of Exit unless you have selected Entered in Error This is mandatory and can either be entered in format or selected from opening the calendar Records are not deleted from e PI MS therefore if you have entered a record in error please make it historic and select the reason Entered in Error UNCLASSIFIED UNCLASSIFIED Section 7 Searching and Viewing e PIMS Records 7 1 e PIMS Search Screen To search PIMS navigate to the left hand menu Search Property This opens up the main search screen and the various filters can be used to search for records Search results are
148. rms Agreed UNCLASSIFIED Page 146 Version 5 15 August 2012 UNCLASSIFIED Additional options in this search field combine a number of these items For example selecting e Not complete returns all events marked as Pending and Terms Agreed e Include All will return all events Event Date Between Enter a range of dates using the date format of dd mm yyyy If one of the date fields is left blank all records up to or after the date will be returned The Set9 and Set24 buttons will populate the fields with dates nine months from today or 24 months from today Prof Adviser Select the relevant Professional Adviser from the drop down list Department Select the relevant Department from the drop down list Landlord Name Enter all or part of the landlord s name Use this in conjunction with the exact checkbox at the bottom right of this search screen Property Name Enter all or part of the property name Use this in conjunction with the exact checkbox at the bottom right of this search screen Property Number Enter the e PI MS property reference Event Id Enter the event id This will over ride all other criteria fields Event Sort Order Select the order you wish the search results to be displayed in Top To ensure optimum speed a limit on the number of records can be set By default this is set to 250 but use this combo box to increase this as appropriate UNCLASSIFIED UNCLASSIFIED Search Click on
149. rty centres UNCLASSIFIED UNCLASSIFIED 11 3 My Holding Summary Your Holding Summary table can be accessed from the left navigation menu by clicking My e PI MS gt Holdings The Holdings Summary table lists all the holdings and minor occupations created by or associated with your e PI MS account and Department 11 3 1 View Holding Details You can view details about each holding by clicking the View link to enter the Property Inspector 11 3 2 View Holding Details on Mapping Clicking on the world icon will open the Mapping interface in a new window From here you can view holding details using the mapping system 11 3 3 View Holding Report You can generate Holding Summary reports by clicking the View Report button above the holdings table By default all of your holding records will be included in the report unless you deselect the checkbox tick next to any record For more information see Section 11 Mapping 11 3 4 Sort Table Data You can use the amp sort column icons in the table headers to sort the data in alphabetical or numerical order For example clicking on the Holding sort button will refresh the table so that results are displayed in alphabetical order according to the holding name Clicking the icon again will sort the table in reverse alphabetical order 11 3 5 Table Paging By default the holding summary displays 10 rows of information You can access additional data by using the links at the bottom of
150. ry The Holding Summary screen shown below is generated from the results of the Property Search with the Search by Holding option selected Each record within the summary is listed with the following data columns e Property name e Holding Name e e PIMS Reference e Occupation Type e Town e Departmental Property Reference e Department Property Centre e Record State o C Current Holding ie live on the Civil Estate o H Historic Holding ie no longer on the Civil Estate but remains for audit purposes o F Future Holding ie a holding which will form part of the Civil Estate in the future e Tenure Type 13 3 2 Sorting Summary Table The summary listing can be sorted by clicking on the amp arrows associated with each of the summary list s column headers Each subsequent click of the specific arrow will reverse the sort order based on the associated column 13 3 3 Generating a Summary Report To generate a Summary Report from the Summary screen UNCLASSIFIED UNCLASSIFIED Step Action 1 Select which records to include in the report by selecting de selecting the checkboxes in the Inc column to the left of the Summary table 2 Select the appropriate report from the menu above and right of the summary listing 3 Click the View Report button This will open a new window displaying the report 4 From the Export Report to menu at the top of the window choose the appropriate format eg PDF 5 Cli
151. ry Click this and an existing extent then plot the hole as you would plot a boundary The defined hole will be removed from the boundary Undo the changes Ca Click this to remove any boundaries or holes made so far that have not been saved Save extent and return to holding screen Locate place by town or post code Saves any changes and returns you to the holding screen Move to a specific location on the map Click this and enter a postcode or town name in the popup window The map will refresh to centre on the selected item zer a pem CNMLML C em Pan zoom to point Hs Move to a specific location on the map using the GB OS Grid reference on map using GB OS Grid Reference dentify Click to identify Adds a small icon to the map and a box displays the name of an e PI MS record at the location Land Parcels added at Holding level can be assigned to occupations UNCLASSIFIED UNCLASSIFIED 4 2 To assign a land parcel to an occupation Step Action Click on Assign Land Parcels you see a list of land parcels added 1 to the occupation s parent holding 2 Select the land parcels you want to assign to the occupation 3 Click Save You will see a table containing the selected land parcels UNCLASSIFIED UNCLASSIFIED Section 5 Vacant Space 5 1 Adding Vacant Space You can view or add any Vacant Space details to a holding or occupation record by clicking the View Vacant Space link under the
152. s to provide an accurate central register of all property occupations and land interests e PIMS displays the precise location and outline of departments properties holdings and occupations on computerised maps and allows users to access and amend their own details online It offers a sophisticated searching facility of all civil occupations and displays detailed information in textual form The service enables users to locate individual properties on the electronic map and switch back and forth between map and textual presentations The parameters of each search can be tailored to meet the individual needs of the user e PIMS provides digital pictures of occupations and is capable of supporting other information about an occupation as future needs emerge UNCLASSIFIED UNCLASSIFIED Additionally the estate rationalisation process has now been fully integrated into e PIMS This allows individual Departments to access relevant event and scheme information along with details of Departmental Vacant Space and Demand records These can be updated on line and allow cross Departmental searching for Vacant Space and Demands over the whole of the Civil Estate This can then be displayed on a scalable map to pinpoint and view vacant space or demands in a desired area Departments must be registered with e PIMS prior to being granted access via an additional user name password mechanism A sophisticated privilege matrix gives organisations considerab
153. se must have Payment Period set was A green 18 Each Main Lease must have a Lease Term Period was A green 20 For a Main Lease if the Payment Date is set to every x A weeks then the payment frequency modifier must contain a week s value 21 Each Main Lease must have a valid Rent Start Date A 22 Each Main Lease must have valid Payment Terms 23 Each Sub Lease must have a non zero current rent value A 24 Each Sub Lease must have Payment Period set was A green 26 Each Sub Lease must have a Lease Term Period was x green 27 Each Sub Lease must have Payment Dates set A 28 For a Sub Lease if the Payment Date is set to every x A weeks then the payment frequency modifier must contain a week s value 29 Each Sub Lease must have a valid Rent Start Date A 30 Each Sub Lease must have a valid Payment Terms A 32 Each building must have a Floor Area Type specified A 33 Each occupation must have Occupation Usage specified A UNCLASSIFIED Rule UNCLASSIFIED Validation Check Status 35 37 45 47 The total Holding Area has not been allocated to occupations Either add a new occupation or change the holding occupation floor areas was green Each holding must have at least 1 building for a given property centre For a Main Lease breaks and reviews cannot be added outside the term of the lease For a Sub Lease breaks and reviews cannot be added A 49 50 outside the term of the lease
154. st e Actual Cost e Notes about the task If the icon next to the Maintenance Tasks link is green this signifies at least one task has been assigned If the icon is pink there are no tasks to view UNCLASSIFIED UNCLASSIFIED To add amend a Maintenance Task Step Action 1 Click on the Maintenance Tasks link underneath the tab navigation 2 Click on the New Maintenance Task button and wait for the screen to refresh 3 Complete any task details The blue fields will display any read only data about the building Click Save and wait for the screen to refresh You can replicate tasks by entering the interval period and iteration of the reoccurrence and then click the Replicate button 6 The details will be saved and displayed View and amend any details by clicking the gt gt gt link then the Amend button and finally the Save button again Click the Close button to exit the screen Click the Cancel button to return you to the Inspector 7 2 14 Building Occupation Link The Building Occupation link on the building screen will open a new window that tallies the allocated floor space for the occupations against the total building floor space This is to ensure that the floor space allocated to occupations doesn t exceed that of the building total The initial view displays floor space details for the current building only If you want to display details of all buildings in the property click on the Show All Build
155. stomise Report screen You must make sure you have selected any mandatory report filters before viewing Depending on the size of the report if may take a while to load on screen PIMS eT Piep ilansafcns Blapreg irri e PIMS Reportmy View Report r B Dim aiiiar Put Report Dirrie PS Updates Hom D E Hert t dE id 4 i1 io 1009 A E Krya eee LUpdares ro Core Dara beween TO 7 2 2007 and TO 12 2008 Pabrmenistraliun Qu Report Total Updates Heporting fools British Council Tepasirmang Total Ugdateis D ky e PIMS Prope Holding Hiking Lease Total Traded yt Propeny Centre Jarret Total Holdings Upili Ipda Updates VMpstanes Updates Users Help BC BRITISH COUNCH 11 i b b D FIM d Property Informeanan Mapping Senor Page 1 generated 25 04 7068 D 14 12 Generated Report On the report screen you can use the report controls to e toggle between report pages e increase or decrease magnification e Search for text in the report e refresh report details e print the report You can also export the report as e Word e Excel e PDF e CSV UNCLASSIFIED UNCLASSIFIED 14 4 Export Report Screen From the Customise Report screen click the Export Report button to view the Export Report screen Step Action 1 Check the Applied filters are correct If you want to change the filters go back to the Customise Report screen by clicking the Change Report Criteria button 2 Choose a format to ex
156. symbol indicating its approximate size Legend If you have Results on a Map selected this drop down lets you choose to display the results on the map by e Department e Vacant Area or e Vacancy Type 13 10 5 Vacant Space Advanced Search Filters Click the arrow on the Advanced Search Filters tab to expand a further set of Search criteria Property Adviser Choose from the drop down menu or leave as Select All to search all Property Advisers Property Name Allows search by property name Available Between e These are two date text boxes which may be used to specify the time period required for the vacant space Use the calendar date picker to input the dates Space Usage This field allows you to select vacant space based on its purpose or leave as Select All to search all UNCLASSIFIED UNCLASSIFIED Floor Area Type This field allows you to choose the measurement system of floor area you wish to consider e PIMS e Supports GEA GIA NIA and NUA systems of measurement and e Selects only vacant space which has been entered on e PI MS with the selected measurement system e No attempt is made to translate between systems Car parking spaces These two text boxes allow you to identify how many car parking spaces are required You can specify lower and upper bounds in the same way as the Space Available field above Grid Ref This is used to specify the central point of a radius based search The OS
157. t Properties 182 15 4 Adding a new document cece cece eetteeeeeteeeeeeeesenetetteseees 182 Section 16 CESP Retu rn toOl isa 2s a TRE ELMNERTREER VERI ERAN URRR UM MSRVN EUEES 183 Section 17 Benchmarking LLueeeee eror r nnne nnn nnn nnne 185 17 1 Programme Maintenance eeesee menn 185 17 1 1 Programme details Panel eene 196 17 1 2 Add Property Centres panel eeeeeeeeeee 196 17 1 3 Participating Property Centres panel 196 17 2 Benchmarking Service Manager Console 187 17 2 1 Building Selection panel eeeeeeeeeeee 187 17 2 2 Property Centre Breakdown panel 188 17 2 3 View Building Surveys COIUMN ccceee cece eee eee eees 188 17 3 Building Data Export screen ccc cece cece ce eeee eee eeeeeeeeesennenes 189 UNCLASSIFIED UNCLASSIFIED 17 3 1 View Building Record column eeeeeeeeee 189 17 3 2 Invite Building Manager column 189 17 3 3 Comments and Caveats column sese 193 17 4 View Submitted e PIMS Building Data panel 194 Section 18 FAQs and Troubleshooting 195 IERI IIO P 195 16 21 KOUDIGSNOOUNG isses ey ex dp S VET E REOR EX derit
158. t accordingly Departments with e PI MS can view their demand and any available surplus civil estate space direct but should also notify Cabinet Office of the requirement This is because Cabinet Office may be aware of opportunities which for reasons such as sensitivity are not recorded on e PIMS or not visible to others Cabinet Office also advise of any potentially suitable surplus space that becomes available while the requirement remains unfulfilled UNCLASSIFIED UNCLASSIFIED If there is an apparent match of a requirement with surplus space that will offer VFM Cabinet Office will work with the departments concerned to investigate and appraise the option against others to quantify the VFM gains that would flow from re use to assist in decision making The decision on whether to proceed rests with the departments concerned Vacant Space Departments should notify Cabinet Office as soon as they become aware of space which is surplus even if it will not become available immediately Cabinet Office will e interrogate the e PIMS database e Check other sources for any Government requirements which might be met by the surplus space and e advise the department accordingly Departments with e PI MS e can View current requirements direct but e should notify FPU of the surplus space as Cabinet Office may be aware of requirements which for reasons such as sensitivity are not recorded on e PIMS or not visible to others Add
159. te Logged 02122010 GTN DIAL Prof Adviser Building Space Usage Peaseseect Max No of Floors Car Parking Spaces Disabled Access a Multiple Buildings a Special Requirements v Demand Locations To begin Demand Location entry please select a Government Office Region This is a rough indicator of where you require space Add demand locations below GO Region Dlease Select Postcode Area Demands screen UNCLASSIFIED Page 115 Version 5 15 August 2012 UNCLASSIFIED 12 1 1 Creating New Demands When you create a demand you must complete the following mandatory data e Space required This accepts a numeric or decimal value e Dates required A start date must be entered e Status e Owning Sector and Department refreshes the Property Centre field e Property Centre e Contact details e Professional Adviser e Government Office Region When you create a Demand Record you need to associate it with at least one location To create a new Demand Step Action 1 Click New gt Demand in the left navigation 2 Complete the all mandatory fields 3 Tick the Sensitive field if the Demand is only to be viewed by Cabinet Office Users and users with the relevant access privileges 4 In the Contact tab complete the mandatory fields e Name e Prof Advisor e Date Logged This should default to today s date in the format dd mm yyyy Complete any other optional data 5 Click Save A
160. te survey yourself Enter Survey Progress Summary Property Name Town Occupation Building Manager House Committee Anonymous Anonymous Surveys in Anonymous Surveys Description Status Status Emails Progress Completed LONDON 7OWH In Progress In Progress 0 0 70 WHITEHALL Manage Your Surveys screen Clicking the Enter Survey button takes you to the survey screen for that property Entering an email address or addresses separated by commas and clicking the Send Email button lets you send an email survey to either e he chair of the House Committee or e Staff members This opens the Email Survey window UNCLASSIFIED Page 188 Version 5 15 August 2012 UNCLASSIFIED Benchmarking 17 3 Building Data Export screen Access the Building Data Export screen either by clicking e Spreadsheet Import Export button If It appears on the Benchmarking screen or e Tools Building Data Export in the left navigation e PIMS 88 electronic Property Information Mapping Service GSI Test Version 5 3 6 RM 4d LT OGC Building Data Export Financial Year Building data Download to Excel Home Please select the export you would like from the options below If you wish to maintain the environmental data for a CESP return you may wish to only select the Environment option Please note that some options may not be available if another user has already created an export Search New Sector Central Civil Estate
161. te the document as deleting is irreversible 15 4 Adding a new document Click the 44 Document button to add a document to an e PIMS area or property You will see this screen This gives you the option to e Upload document this is the default option to add a new document to e PIMS or e Add a Document reference button use this if a document cannot be scanned and uploaded into e PI MS for whatever reason and record details of the paper copy To add a new document just browse to its location on your local drive complete all mandatory and any other relevant fields and click the Save button UNCLASSIFIED UNCLASSIFIED Section 16 CESP Return tool This functionality is not in active use UNCLASSIFIED UNCLASSIFIED Benchmarking Section 17 Benchmarking Benchmarking measures the efficiency and effectiveness of office occupation against industry best practice for all offices on the central civil estate with a floor area over 500m 17 1 Programme Maintenance You can view Benchmarking Programme Maintenance by clicking e Tools Benchmarking in the left navigation or e the Go to Programme Maintenance button from the Benchmarking Service Manager Console SU e nic Property information Mapping Service GSI Test Version 5 8 6 zm S OGC ePIMS Benchmarking Programme Maintenance Go to BSM Console Select Programme Home Select Programme Search New New Programme Details Administrat
162. tify forthcoming property events rent reviews lease breaks and lease expiries over the following two year period and assigns one of three risk categories low medium or high to the event This is dependent on the extent to which it appears that co ordination between departments will be required and the potential consequences of departments not co coordinating Value For Money VFM is the prime consideration guiding both the risk categorisation and subsequent co ordination action The Co ordination Diary is produced by Cabinet Office from information on e PIMS and is issued to all Departmental Property Centres once a year usually in December The diary contains each known property event for which that Property Centre is responsible over a forthcoming period of two years Events for outsourced properties are not included The purpose is to give departments advance notification of the risk category that is attached to each event and thus the processes that will flow from that risk category Additionally events will arise at short notice and will not be included in the relevant Co ordination Diary such as events arising from properties which are added to the database after issue of the Co ordination Diary Similarly departments market acquisitions and disposals may arise at short notice after they have established that there are no opportunities for re use within Government What happens next will depend on the risk category of each ev
163. town names or postcodes Boundary 2 Select Opens a pop up with a set of Finder pre defined regional boundaries in a drop down menu Define new 6 Click this in Property Wizard to begin polygon plotting a boundary Click points on a map to define a boundary Double click to complete the boundary polygon UNCLASSIFIED Zoom in Zoom out Pan recentre Scale Finder UNCLASSIFIED UNCLASSIFIED Click and drag a rectangle Click and hold the left mouse button down on the map at one corner of the rectangle to zoom in to Drag the mouse to the other corner of the rectangle and release the mouse button The map will zoom in to the area of the rectangle Click and drag a rectangle the map will zoom out so that the current map area will fit into the rectangle drawn The smaller the rectangle you draw the more the map will zoom out Click and drag the map Click and hold the left mouse button on the map and drag the map The map will be recentred with the location dragged at the location you dropped it Exports the map to an image file You can choose from e JPG e GIF e PNG e BMP The screen that opens also gives you a preview of the image Set the scale and or extent of the map Click this and select from the drop down menu for instant zoom to various scales and regions Opens a pop up that lets you input an OS map reference that you can then zoom or pan to Back Forward extent Identi
164. ture use UNCLASSIFIED Page 190 Version 5 15 August 2012 UNCLASSIFIED Editing Email templates The text editor toolbar for the Email Message field lets you amend your email templates m a Paragraph Font Name Rea Mos fit Be ub MRE i ee E A lt 9 Custom Links 4 Text editor toolbar If you hover over the buttons you will see tool tips telling you what they do amp d NE fA e O amp 9 Paragraph Font Name Print the email Find and replace words or phrases within the current email Cut copy paste text Paste options normal paste default paste from Word retains look of Word document and any Word HTML tags remove Word tags paste text or HTML Undo Redo changes Insert image you will need to know the URL where the image is stored Insert remove hyperlink Text styles Font face Font size Select all Font format bold italic underline or strikethrough Text alignment left centred or right UNCLASSIFIED UNCLASSIFIED FSF Add remove text indent mi Add numbered bulleted list Show Hide border Change text foreground colour EE Change background colour note that you have to select text first az Insert code snippet you can use these snippets to automatically complete sections of your email
165. ty Centre from the drop down menus and click 99 e PIM e i Property MS Mapping Service GSI Test Version 5 11 8 Property Lite Property Download Financial Year 2011 12 Please select the sector department and property centre of the data you wish to export import EM p Local Government Department Fire and Rescue Property Centre FR FIRE AND RESCUE Administration Go Reporting Clicking on Go will generate the Excel file containing the property lite records The download will not start until the file is generated and the data Tools selection is confirmed 2011 All information is subject to change e PIMS Government Departmental Access to the Civil Estate Core Property Database Unauthorised access to this computer is a criminal offence under the Computer Misuse Act 1990 epimsservicedelivery oac gsi goviuk Property Download screen UNCLASSIFIED Page 74 Version 5 15 August 2012 UNCLASSIFIED You will then be prompted to save the Excel spreadsheet file by clicking Download File Note that you have to save the file using the long alpha numeric file name specified by e PIMS This is essential if you want to amend the Excel file off line and then import it so it updates e PIMS EJ Microsoft Excel 832f20d9 35a5 4e83 9163 be2a0b4f2213 xls E DAX File Edit view Insert Format Tools Data Window Contribute Help Adobe PDF Type a question for help v x Dg idi di lsai amp x 5l 10 E oa
166. unique OS MasterMap system e view map layers displaying different geographical information or e PIMS data The Web Mapping Application page has four main parts e buttons along the top linking to Help and to Return to the Property Search screen e a left hand menu providing information about the map contents and any search results e atop Toolbar for interacting with the map e the map UNCLASSIFIED UNCLASSIFIED Mapping Help Return to Property Search You are logged in astG CDS TM e PIMS electronic Property Information Mapping Service e PIMS GSI Test GIS Portal 2 1 4 Print Preview Results e PIMS Settings Load All Property Go wy Load Other Sectors Go qy Load Vacant Space Go qy Load Report Library GO qy My Search Results W Great Britain Mapping L cis Display Configuration G v e PIMS gt amp My Properties amp My Holdings amp M My Buildings B Holding Search Results Many Not defined _ Ad hoc Information amp M e PIMS Boundaries gt amp v Mapping gt 216 Kilometers r Crown opyright OS Lic No GD 03206G Mapping screen 9 2 Left hand menu You can hide or show the left hand menu as needed Click the grey arrow just to the left of the map to hide it Click the arrow which now points to the right again to show the left hand menu You can resize the area used by the left hand menu by clicking and dragging the divider between it and the Map This allows more room to
167. vey that we are conducti ng Rather than survey all building users we have Email Survey window See 17 3 2 Invite Building Manager column above for more details about editing and sending emails 17 3 3 Comments and Caveats column Clicking the button opens an e PIMS Notepad screen letting you add any supporting text UNCLASSIFIED Page 193 Version 5 15 August 2012 UNCLASSIFIED 17 4 View Submitted e PIMS Building Data panel Clicking the Pownload button downloads an Excel spreadsheet for any year you specify in the drop down menu UNCLASSIFIED UNCLASSIFIED Section 18 FAQs and Troubleshooting 18 1 FAQs can t login to e PIMS e Note that your password is case sensitive make sure CAPS lock isn t turned on e Are you using the correct login name Check your user ID e here may be a system problem Contact the Service Desk at epimsservicedelivery cabinet office gsi gov uk e PIMS seems slow e Check with colleagues to see if it is just you having problems so it could be related to your machine e Check to see if it is your organisation and related to its connection to the GSI or Secure Internet e Contact the Service Desk to see if others are experiencing problems at epimsservicedelivery cabinet office gsi gov uk Field colour scheme All maintenance screens should follow the following field colour scheme e pale blue background for read only fields in View and Amend modes e yellow backgr
168. will be displayed on the Geo Objects Summary form or the Map if the To Map checkbox is ticked If the search returns no records then you will see a Window stating No Records Found for the search criteria Click on the browser back button to change the search criteria See Exact above for further information on choosing this option UNCLASSIFIED UNCLASSIFIED If the search returns too few records then use the browser back button to revise your search criteria Geo records defined as sensitive by the respective Department may not be displayed using the search facility unless your user rights allow this option Clear Button Clicking this button removes all user entered search criteria and resets all the search fields to default Close Button Clicking on this button will close the Geo Objects form Search Options e Sort Order Map Legend This drop down list acts as a sort order for textual searches and also changes the legends on the map when using the To Map option Use a sort order specific to your search criteria e Selection option available None Category Type and Brief Description e To Map Checking the To Map option will display the search selection directly to the map e Return Top This option limits the number of Geo objects displayed through e PI MS By default the first 250 records are returned Other options available are 100 500 1000 2500 and 5000 Hover over the image for further information Address
169. ws you to quickly determine the location of items in results Note this does not apply to e PIMS property or similar records UNCLASSIFIED UNCLASSIFIED You can hover over a graphic on the map and the record will temporarily change colour A label if available will also be temporarily displayed for the record You can then click on the graphic or the label and the label will expand to display all available attributes for the record You may scroll through the list of attributes When you move the cursor away from the graphic label or box these items will be hidden Zooming to e PIMS records You can zoom to one or more e PIMS records in the Results window See the table above for illustrations of the right click menus To zoom to a single e PI MS record right click the record s name next to the plus icon and in the pop up menu choose Zoom to To zoom to multiple e PI MS records in a layer click in the checkboxes of the records then right click on the Layer name and choose Zoom To Selected Features UNCLASSIFIED UNCLASSIFIED 13 3 Holding and Property Search results The Property search will return two different views of records depending on the selection made in the Search by field By default the Search by Holding option is selected and a Holding Summary listing will be returned If the search is submitted with the Search by Property option selected a Property Summary listing will be returned 13 3 1 Holding Summa
170. xes 4 FORMER WLS TCR m H ol E FEL Validate Ready Validate Cancel Save amp Close Occupation Building link screen To validate the floor space of buildings and occupations Step 1 U N Ul Action Click on the Building Occupation link underneath the tab navigation Type in the floor space values for all buildings and occupations Validate the figures either against the building total blue or occupation total white Validate buttons or click Validate All If necessary amend any over under allocated occupations or buildings If necessary Validate again Click Save amp Close to exit the screen You can do this even if the figures don t validate UNCLASSIFIED UNCLASSIFIED 7 2 17 Service Charges Service Charge information can be saved in the Occupation screen of the Property Inspector M e PIMS Maintain Service Charges a BM Service Charge Details b n Service Applicable Gross Value Processed Gas C 0 00 Electricity 0 00 Water E 0 00 Heating 0 00 Sewerage L 0 00 4 Business Rates 1 0 00 Estate Service Charge E 0 00 Building Service Charge C 0 00 Buildings Insurance E 0 00 BORER Access Control L1 0 00 Post and Messengers 0 00 Cleaning Common Areas C 0 00 f Cancel Save ccunier Pronerty Centre 43 DWP NORTH WFST GOR 03 Service Charge screen Step Action 1 Click on the Service Charge link underneath the tab navigation on the occupation screen 2
171. y a yellow background must be completed before Saving the record A field validation check is run when you attempt to save the record and data that has been entered in the wrong format will be identified and require correction before the record can be successfully saved See detailed field information above for Address wizard UNCLASSIFIED UNCLASSIFIED Searching e PIMS 13 7 4 Amending a Geo Object Use the View and Amend buttons to the right of each record from the Geo Objects Summary form to display detailed information See detailed field information above for Address wizard In View mode clicking on the map icon within a detail record loads Landline showing the Geo location of the selected object 13 8 Holding Company Search You can access the Holding Company Search screen from the left navigation by clicking Search gt Holding Company Holding Company Search screen Completing the mandatory fields displayed in yellow and clicking the Search button will return any matches in the Holding Company Search Results Summary From the Holding Company Search Results Summary you can click the Maintain icon which allows you to view the Holding Company details UNCLASSIFIED Page 161 Version 5 15 August 2012 UNCLASSIFIED 13 9 Landlord Search You can access the new Landlord Search screen from the left navigation by clicking Search Landlord new You can also access the old Landlord search screen from the left navig
172. yP Select All z Include historic r1 Reporting records Tools Search My e PIMS 184120 RIVERSIDE CHAMBERS w Help ss 817001 111 ABERFORD ROAD v 817070 11 WENSLEY GARDENS vw Search by Property results You can expand and collapse any of these tabs using the A and V arrows When you expand one of these tabs you will see a list of documents and their associations eg z Document Document Location Property Name Type Description Dept Ref Version Date Upload Date Size KB Owner HORSEFAIR HOUSE s Add Document Link ta HORSEFAIR Other Local 21 07 2005 04 03 2010 23 C550 Edit Delete Local HOUSE Authority Authority Link File D doc CUSTOM HOUSE Add Document SM office 09 CUSTOM HOUSE Other Ullapool 14 05 2009 04 03 2010 428 CD MCA Edit Delete Form pdf SB FRA 6 5 09 HAVEN BRIDGE HOUSE Agna Document Fire Risk HAVEN BRICGE Other MR CC 11 03 2009 04 03 2010 2011 CD MCA Edit Delete Assessment HOUSE Y armauth Form pat FRA 10 3 2009 Expanded Document Repository tab You can open or download read only versions of any document by clicking on its title UNCLASSIFIED Page 181 Version 5 15 August 2012 UNCLASSIFIED 15 3 Editing and Deleting Document Properties Click on Edit to edit a document On this screen you can amend any of the fields Click the Save button when you have finished or Cancel to return to the search results Click on Delete to delete a document You will be prompted to confirm you intended to dele
173. ys any data errors associated with properties that have been uploaded to live status and allows you to amend these and submit a compliance agreement The aim is to fully comply with the e PIMS SLA with your entire estate fully and accurately recorded in e PI MS ie when you have no warnings or error messages in Property Inspector You can access the Property Wizard by clicking the View icon to enable you to amend any of the errors or warnings When you are sure you have no warnings or error messages tick the Confirmation of compliance with SLA and data verified box at the bottom of the screen This refreshes the screen so you can choose either Submit or Cancel UNCLASSIFIED UNCLASSIFIED Demand Records Section 12 Demand Records 12 1 Demand Records Demand records should be created when a Department has a specific demand for new space either now or in the future All users can search for and view records unless specific records are marked as sensitive TM e PIMS electronic Property Information Mapping Service GSI Test Version 5 8 6 e PIMS New Demand Wizard Demand Details Cancel This screen records information about a Demand for Space Please complete the various sections including Demand Location Demand ID Sensitive hon M Space Required Status U Required From O B Required To Sector Department Property centre Contact Details Name Email Telephone Fax Da

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