Path: Organization > Areas > Records / Identity Tab
The Area is the lowest required location level. Information about items such as Equipment and Assets is linked to Area records.
In many organizations, the Area level is equivalent to the rooms within a Building. You have the option to rename the field label to another term that is specific to your organization.
All Costs associated with a particular Area are rolled up to Buildings, Facilities, and higher levels that are linked to the Area.
Use the Areas / Identity Tab to add or edit Area records and assign related Departments or clients.
In Add mode:
- Select the Facility Name of the related Facility.
- Select the Building Name.
- Enter the Area #. This code identifies the specific Area, such as a room number, space number, etc. When this code is assigned, the read-only Location ID and Facility fields are populated by the system.
- Select the Area Type.
- Enter the Description of the Area or accept the default (a combination of Type-Area #).
- Complete as many elective fields as needed. Note the Area Function field does not correspond to standard Area Types.
- Select Save on the WebTMA toolbar to save the record.
NOTE: The Location ID field is a combination of the Building and Area codes. The ID is used throughout the system, especially in the Work Order module. It populates the Location ID field when you add the Building and Area number.
Lockout is a safety procedure that must be followed to ensure that dangerous machines are properly shut off and cannot be started again prior to completion of maintenance or repair work. For example, if work is being done on high-voltage equipment, a Lockout/Tagout procedure is followed at the electrical panel to prevent other Technicians from re-energizing the Equipment while it is being worked on.
The procedure requires that hazardous energy sources be "isolated and rendered inoperative" before work is started on the item. The power sources are locked, and a tag is placed on the lock identifying the worker who placed it. The worker holds the key for the lock ensuring that only he or she can remove the lock and allow the machine to be started. This prevents accidental startup of a machine while it is in a hazardous state or while a worker is in direct contact with it.
Lockout/Tagout is used across industries as a safe method of working on hazardous equipment and is mandated by law in some countries. Users with the appropriate authority can record these procedures in WebTMA.
Lockout Procedures are selected from the Lock-Out field on the item's Identity Tab and printed with related Work Orders. These procedures are established using Organization > Task > Lockout.
The Right To Know Section is used to indicate explicit warnings about the presence of harmful substances that are printed on a work order for the Area. If any of the following are in the Area, mark the associated check box:
- Hazardous Materials
When any of the check boxes are marked, printed information relating to the Area includes warnings about the presence of these substances.
The Option Controls Section provides a way to add more information about the space, especially as it relates to option modules.
- Assignable Space – indicates the Area can be assigned for occupancy.
- Confined Space Perm – if checked, this indicates the Area is in a locked space and requires a special permit to perform the work.
- Exclude From Requestor – mark this check box to prevent the Area from appearing on selection lists for Requests from the Requestor Login. It applies only to Requestor Login.
The following is used in conjunction with the optional Room Inspection module:
- Inspections Req – if checked, the Area will be included in Room Inspections. When inspections are made, a date displays in the Last Inspected field found in the General Information Section. The read-only RI Inspection Tab shows pending inspections as well as a history of inspections.
The following check boxes apply only to the optional Lease Management module:
- In Leasable Portfolio – indicates the Area is available for selection from the Lease Management window.
- Off-site Property – the Area is part of a property that is off site.
- Sublet – indicates that the Area is also sublet
If you have the optional Custodial module, the fields in this section are used.
The Popup Message field is used to add a short (255 character) message about a record. The Popup Message then opens in a flyout on the Request or Work Order windows when the item or location is selected.
Use of the Popup Message field is not required. It is available to add quick reminders regarding anything unusual that concerns the item or location.
Messages written for any location record apply to all locations within that hierarchy; therefore, a message from the Facility record displays when the related Area is selected. If an item has a message and is associated with locations that also have messages, the Popup Message displays all the eligible location messages as well as the item message.
The Work Order and Request windows that include items or locations with Popup Messages display a blue pushpin icon to alert you to the presence of the messages. Click the pushpin to open a window that lists all relevant messages. In addition, it displays when you convert a Request to a Work Order or a Project Task to a Work Order.
If you use the optional Archive and Purge module, a mark in the Prevent Archive check box of the Prevent Archival Section allows you to designate a specific record as ineligible for being archived.
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