SY 2014-15 TRIRIGA TRAINING

An Ov er v i ew f or S chool L ea si n g Coor di n a t or s

SY 2014-15 TRIRIGA TRAINING

School Principals

>> route to your Area Supt for signature

Tririga access request form

Leasing Coordinators

>> route to your Principal for signature

LIQUID OFFICE Form

# 2376

What is IBM TRIRIGA??

It is an enterprise-wide, web-based computer system that connects multiple departments and all school

centers throughout the School District.

1,709 ACTIVE USERS: • Leasing Coordinators • Principals • Planning & Real Estate • School Staff (Work Orders) • Maintenance Techs • Inventory Techs • Supervisors • Call Center Agents • Managers • Directors

Companies that use tririga

Overview of TRIRIGA modules

SERVICE

REQUESTS

INVENTORY

FACILITIES

PROJECTS

TRANSPORTATION

CONTACT

CENTER

CONDITION

ASSESSMENT

SCHOOL-BASED

LEASING

Planning & Real Estate School Principal 1. Leasing Coordinator

Has first contact/meeting with Lessee

Gets ALL of the Lessee’s information FIRST

Creates DRAFT lease with dates, times, spaces and labor required

Reviews all information and costs with Lessee BEFORE sending to principal

When lease is completed, clicks on “Submit for Approval”

Submittal process: School

Planning & Real Estate School Principal 1. Leasing Coordinator

1st Approval: PRINCIPAL

Electronic notification when lease is waiting for approval

Easy 3-step process to “Approve” or “Return” lease

Lease immediately goes to Planning & Real Estate for review and approval

When lease is printed, principal’s electronic signature appears on paperwork

Planning & Real Estate School Principal 1. Leasing Coordinator

Final approval: Real estate

Reviews ALL leases submitted by more than 180 schools

Final check to ensure that all required documents have been collected

Gives final approval to leases that have been completed properly

Advises Leasing Coordinator on Community Leasing of School Facility policies

Returns leases to Leasing Coordinator requiring corrections/changes

Life before TRIRIGa...

Too much paperwork

Faxing too time consuming

Calculating costs by hand

Leases piling up/getting lost

Repetitive data entry

No centralized database

No electronic approval

Numerous AUDIT findings

Life AFTER TRIRIGa...

Paperwork processed quickly

Faster turn-around time

Electronic notifications

Required documents easily uploaded

Automatic lease numbers

System calculates all costs

All schools connected

Electronic approvals

Significantly reduced AUDIT findings

More leasing $$$ revenue

with less effort

A new way to log into TRIRIGA

Select Non-Instructional

IT Service Desk: PX# 44100 Outside: 561-242-4100

Now it should be in your Favs

IT Service Desk: PX# 44100 Outside: 561-242-4100

your portal page

Your portal page reflects what your role is

Each role has different responsibilities

Leasing coordinator portal

Quick adds & last visited

Leasing Coordinators will use “School Rental Manager” and “Rental Contract” (School Request Manager is not covered by this training.)

Clicking on the “School Rental Manager” link opens a new page that contains information on School Leases, Lessee Companies, Reservable Spaces, etc. Clicking on the “Rental Contract” link opens a new page that has a blank rental contract which the leasing coordinator fills out in order to create a lease. Clicking on any record listed under “Last Visited” will take you to that page/document/form directly.

“My School Leases” = leases created by the person who is logged in.

School Rental Manager

“Lessee Companies” = all Lessee Company data entered into TRIRIGA by school staff at school centers throughout the District.

School Rental Manager

“Future Reservations” = listing of all future reservations in system.

School Rental Manager

“All School Leases” = all leases created by school staff working in the system.

School Rental Manager

“Reservable Spaces” = school spaces configured as available for leasing.

School Rental Manager

“All School Spaces” = all school center spaces downloaded to the system from FISH (Florida Inventory of School Spaces ).

School Rental Manager

“Bookkeeper Report” = all charges by SchoolCash.net account codes

School Rental Manager

Is LESSEE COMPANY in the system?

Gather ALL required paperwork FIRST

Review CALENDAR to confirm days match

Write down the DATES and TIMES

If they are repeating, you can use the RECURRING function

Are your spaces in the system? (Check Reservable Spaces tab)

Check on what type of LABOR is required for the lease

Confirm the START/END times for personnel

Is AIR CONDITIONING or LIGHTING needed?

Before creating lease...

1st Check Lessee database

To access the Lessee database, first click on “School Rental Manager” under the “Quick Adds” section of your portal page

Lessee Companies tab

Click on “Rental Contract” under “Quick Adds” on Portal page and a new window (page) will open up.

Creating a lease

1. Enter Event Name 2. Enter Description 3. Click on “Find” and select your lessee company 4. Click on “Create Draft”

Entering lease information

• Lease ID # automatically generated

• New buttons appear

Lease is in draft status

• Status is “Draft” • Lessee name and all

information visible

* Means required field

Onetime reservation To add a Onetime reservation, click on “Onetime” under the reservations section on the main page of the rental contract and a new window opens up

Onetime reservation To add a Onetime reservation, click on “Onetime” under the reservations section on the main page of the rental contract and a new window opens up. To select date and start time, click on calendar icon.

Onetime reservation

To add duration, click on calendar icon and add hours and minutes, then click on OK. Date and time are now set.

Onetime reservation To add locations, click on “Find” under location section and a new window opens up with all classrooms/spaces that have been configured for leasing.

Onetime reservation Select all spaces required for the lease by putting a checkmark in the box to the left of the space under “Rate Type” and when finished, click on “OK” in the upper left-hand corner of window.

Onetime reservation If finished, click on “Save & Close” and the window will close.

Completed onetime lease

Check status of lease Once you have submitted the lease, you can check the status by clicking on the “Notification” tab

Principal view This is what your principal will see

Leasing coordinator view Once the lease has been approved, this is what you will see

Printing the lease Navigate to your “Reports” tab and click on it, the completed lease will generate a rental contract that you can print out:

electronic signature Your Principal’s signature will automatically print out on the lease with the date that the principal approved the lease in TRIRIGA

Rental contract Payments IMPORTANT: DO NOT ADD PAYMENTS TO LEASE UNTIL AFTER LEASE HAS BEEN APPROVED. Otherwise, this changes “Effective Cost” which is total amount owed on lease contract print out.

Adding a Payment See instructions on following page

Adding a Payment

1. Navigate to “Payments” tab and click on it

2. Click on “Add” in Rental Payment section

3. Type in description of payment (optional)

4. Select Payment Type (check, credit card, money order, school waiver)

5. Type in Paid Amount

6. Type in Check No. (optional)

7. Select Payment Mode (normal, overage, waiver)

8. Select Paid Date

9. Click “Create”

10. Click “Paid”

Completing a lease Once the event has occurred AND the lease has been paid, leasing coordinators may click on “Complete” which is the final step in the process.

The goal is for all leases to be in “Completed” status by the end of the fiscal year.

Questions Extras ◦ Adding Labo r ◦ Creating recur ring reservations

Thanks for your attention!

Adding labor to a lease Labor cannot be added to a lease until the reservations have been entered. (The lease must be in draft status.) On the main page of the lease, navigate to the Locations & Costs section and click on the specific record that you wish to add labor to:

Adding labor to a lease A new window opens up called “Rental Resource”

1. Click on Add; 2. & 3. Put checkmark in box to left of labor type required; 4. Click on “OK” and the window will close.

Adding labor to a lease Note that the labor start and end times are the same as the reservation start and end times. You can change the times, if necessary. When finished, click “Save & Close.”

To remove labor, put a checkmark in the box in front of the labor type and then click on “Remove.”

Changing start - end times

If you regularly need to use different start-end times for your labor (for recurring leases), please contact Lisa and she will set up a special feature that will allow you to add recurring labor as a separate reservation.

Recurring reservations If you have a reservation that occurs at the same time and the same day of the week, you can use the recurring function to add multiple reservations to the lease rather than one at a time.

Navigate to the “Reservations” section of your lease and then click on the “Recurring” link.

Recurring reservations See instructions on following page

Recurring reservations

1. Click on the calendar icon and select the start date of your reservation

2. Select the recurring pattern type (use weekly)

3. If the reservation is every week, enter 1; if it’s every other week, enter 2 (and so on)

4. Click on the box AFTER the day of the week that your reservation is for

5. Select all spaces required

6. Select all labor types required

7. Click on the calendar icon and select your end date

8. Click on the calendar icon and select the duration

9. Click on “Complete”

Recurring reservations

IMPORTANT!!

• Please break up your recurring reservations into logical groups.

• DO NOT try to add too many recurring reservations at the same time.

• Please be PATIENT! It takes a while for the system to run the reservation requests.

• DO NOT decide to delete the reservations and start over if you don’t see any results. Make sure you refresh the section or the page and you should see your reservations beginning to populate the screen.

• Please call Rosa or Lisa for assistance if you have a complex lease.