Chargeback Reports: From CAD Drawings to Database Report

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1 11/28/2005-8:00 am - 9:30 am Room:Macaw 1/2 (Swan) Walt Disney World Swan and Dolphin Resort Orlando, Florida Bill Kilp - facilicad LLC FM11-2 When budget time comes around, one of the goals of any facility manager is to produce a chargeback report. This session will analyze all the elements required to produce chargeback reports. We will uncover the mystique surrounding the ANSI/BOMA and IFMA documents defining Standard Methods for Measuring Floor Area. We will use AutoCAD 2006 to define the methods for outlining the spaces using Polyline as the space boundaries. Once defined, these boundaries can be linked to a database using a third-party CAFM solution. About the Speaker: Bill has more than 15 years of experience as a CAD and FM software consultant and trainer. He worked as an architectural model builder and CAD manager before he founded Facility Solutions in Since then, he has become an Autodesk Authorized Consultant, an Autodesk elearning Provider, and an Autodesk Certified Instructor. In 2001, Bill and two other partners formed facilicad L.L.C. They developed and released facilicad, a Computer-Aided Facility Management solution. Bill is responsible for product design and development, technical support, sales, and all day-to-day business activities. bkilp@facilicad.com

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3 Table of Contents TERMINOLOGY...3 FINISHED SURFACE...3 DOMINANT PORTION...3 GROSS BUILDING AREA (EXTERIOR GROSS)...3 GROSS MEASURED AREA (INTERIOR GROSS)...3 VERTICAL PENETRATIONS...3 RENTABLE AREA...4 BUILDING COMMON...4 NET RENTABLE AREA...4 ADJUSTABLE RENTABLE AREA...4 FLOOR COMMON...4 FLOOR USABLE AREA...4 ASSIGNABLE AREA...4 SITE SHARE OR ORGANIZATIONAL TYPE SITE COMMON...5 BUILDING SHARE OR ORGANIZATIONAL TYPE BUILDING COMMON...5 FLOOR SHARE OR ORGANIZATIONAL TYPE FLOOR COMMON...5 UNCOVERING THE MYSTIQUE OF BOMA AND IFMA DOCUMENTS...6 EXPLANATION OF A CHARGEBACK REPORT...6 IFMA FLOW DIAGRAM...7 CHARGEBACK CALCULATIONS...8 SAMPLE CHARGEBACK REPORTS...9 EXPLANATION OF STANDARDS OF MEASUREMENT...12 STANDARDS OF MEASUREMENT DOCUMENTS...12 SUMMARY OF SPACE TYPE BOUNDARY CONDITIONS...13 MEASUREMENT ILLUSTRATION...14 EXAMPLE ROOM TYPES...15 VERTICAL PENETRATIONS...15 BUILDING COMMON...15 FLOOR COMMON...15 SITE COMMON...15 ASSIGNABLE...15 APPENDIX-DOCUMENT SOURCE LINK...16 BAM (BUILDING AREA MEASUREMENT)...16 Page 2 of 16

4 Terminology Finished Surface Finished Surface shall mean a wall, ceiling or floor surface, including glass, as prepared for tenant use, excluding the thickness of any special surfacing materials such as paneling, furring strips and/or carpet. Dominant Portion Dominant Portion shall mean the portion of the inside Finished Surface of the permanent outer building wall which is 50% or more of the vertical floor-to-ceiling dimension, at the given point being measured as one moved horizontally along the wall. Dominant Portion itself is a vertical measurement between Finished Surfaces (or a series of vertical measurements), with the number of measurements needed based upon the conditions found along the wall. If, for instance, a window system is 4-6 (1.372 meters) high (>50%) and the floor to ceiling dimension is 9-0 (2.743 meters), the Dominant Portion is the inside surface of the glass for the full width of the window system. If, however, the window system is 4-5 (1.346 meters), the Dominant Portion is the inside surface of the wall. In designs of alternating window systems and wall sections, the Dominant Portion will move in and out as often as conditions dictate. If no Finished Surface of the permanent outer building wall is 50% or more of the vertical floor-to-ceiling dimension, or if the permanent outer building wall is not vertical, the Dominant Portion shall be the inside finished surface of the wall where it intersects the finished floor. Gross Building Area (Exterior Gross) Gross Building Area shall mean the total constructed area of a building. Gross Building Area is not typically used for leasing purposes except where an entire building is leased to a single tenant. This area is computed by measuring to the outside finished surface of permanent outer building walls, without any deductions. It includes basements, penthouses and parking garages. Gross Measured Area (Interior Gross) Gross Measured Area shall mean the total area of a building floor enclosed by the Dominant Portion, excluding parking areas and loading docks (or portions of same) outside the building line. This space is typically measured to the inside face of exterior walls disregarding elements that extend beyond the wall face. It includes basements, penthouses and parking garages. The Gross Measured Area typically applies to multi-tenant buildings. Vertical Penetrations Vertical Penetrations shall mean stairs, elevator shafts, flues, pipe shafts, vertical ducts, and the like, and their enclosing walls. Atria, light wells, and similar penetrations above the finished floor area are included in this definition. Not included, however, are Vertical Penetrations built for the private use of a tenant occupying Assignable space on more than one floor. Structural columns, openings for vertical electric cable or telephone distribution, and openings for plumbing lines are not considered to be vertical penetrations. Measurement of Vertical Penetration area includes the wall thickness or enclosing walls. Page 3 of 16

5 Rentable Area Rentable Area shall mean the area calculated by subtracting Vertical Penetrations Area from the Gross Measured Area. The BOMA Rentable Area is generally fixed for the life of the building and is rarely affected by changes in corridor size or configuration. No deduction shall be made for columns and projections necessary to the building. Spaces outside the exterior walls, such as balconies, terraces, or corridors, are excluded. Building Common Building Common Area shall mean the areas of the building that provide services to tenants but which are not included in the Assignable Area of any specific tenant. These areas may include, but shall not be limited to, main and auxiliary lobbies, atrium spaces at the level of the finished floor, concierge areas or security desks, conference rooms, lounges or vending areas, food service facilities, health or fitness centers, daycare facilities, locker or shower facilities, mail rooms, fire control rooms, fully enclosed courtyards outside the exterior walls, and building core and service areas such as fully enclosed mechanical or equipment rooms. Specifically excluded from Building Common Area are Floor Common Areas, parking space, portions of loading docks outside the building line, and major Vertical Penetrations. Net Rentable Area Net Rentable Area shall mean the Floor Gross minus Core Penetrations minus Building Common. Adjustable Rentable Area Adjustable Rentable Area shall mean the Floor Gross minus Core Penetrations, plus a percentage of Building Common added back in based on each floor s percent of total. Floor Common Floor Common shall mean the areas on a floor such as washrooms, janitorial closets, electrical rooms, telephone rooms, mechanical rooms, elevator lobbies and public corridors which are available primarily for the use of tenants on that floor. Floor Usable Area Floor Usable Area shall mean the Usable Area is the total area occupied by a tenant or department including all assignable and circulation space within that area. The amount of Floor Usable Area can vary over the life of a building as corridors expand and contract and as floors are remodeled. Floor Usable Area is calculated by taking the Net Rentable Area minus Floor Common. For a multi-tenant floor this includes the public corridors serving all tenants. The USF includes Building Common. Assignable Area Assignable Area shall mean the space that can be assigned to an Organizational Type. Typically, this includes offices, cubicles/workstations, and conference rooms. Assignable Area includes Office Areas and Store Areas. Office Areas are where a tenant normally houses personnel and/or furniture. Store Areas are suitable for retail occupancy. For areas within a single tenant space, but which cannot be assigned to an Organizational Type, need to be defined as either Floor Common (Floor Shared) or Building Common (Building Shared). Page 4 of 16

6 Site Share or Organizational Type Site Common Site Share or Organizational Type Site Common shall mean all areas shared by multiple Organizational Types in a site which may have multiple tenants. These areas typically include main reception area, mail rooms, training rooms and dinning areas. These areas are apportioned back to each Organizational Type in a site. Building Share or Organizational Type Building Common Building Share or Organizational Type Building Common shall mean all areas shared by multiple Organizational Types in a building which may have multiple tenants. These areas typically include main reception area, mail rooms, and training rooms. These areas are apportioned back to each Organizational Type in a building. Floor Share or Organizational Type Floor Common Floor Share or Organizational Type Floor Common shall mean all areas shared by multiple Organizational Types on a single floor which may have multiple tenants. These areas typically include shared conference rooms, coffee rooms, and copy rooms. These areas are apportioned back to each Organizational Type on a floor. Page 5 of 16

7 Uncovering the mystique of BOMA and IFMA documents Explanation of a Chargeback Report A Chargeback Report is the ultimate goal of any facility manager. It is the end result of many hours of data collection and tracking. It important to know how much space is allotted to each Organizational Type and/or Tennant. There are two ways to track space, one is by Actual Area and the other is by Chargeable Area. Actual Area is the exact floor space that any given Organizational Type or Tennant occupies. The methods used to track Actual Area are a matter of preference. It is important to decide what method is appropriate for your needs and document your decision. For instance, If a client wanted to know exact floor space for housekeeping costs or to calculate carpeting, then the space would need to be measured from the inside wall surface to inside wall surface (paint to paint). In this case the remaining wall space would be treated as Floor Common and added to the Assignable areas by % of space that each Organizational Type or Tennant occupies on a given floor. On the other hand, if a client wanted an exact account of space for chargeback reasons and was not concerned with exact area of floor space, then the rooms would have to include the walls. Whether the measurement is to the centerline of the wall or includes the entire wall is dependent on the type of space and the space it is adjacent to. These conditions are explained later in this document in the section called Measurement Conditions. Chargeable Area is the Actual Area that each Organizational Type or Tennant occupies on a given floor plus a % of the Floor Common, Building Common and Site Common. In order to acquire this number, you must first determine how much Actual Area each Organizational Type occupies on a given floor. Once these numbers are calculated, you must calculate the percentage of the total Assignable space that each Organizational Type occupies. At this point the Floor Common is divided by these percentages and added to the Actual Area. This same procedure then applies to the Building Common on a building level and then the Site Common on a site level. If the space has been measured to the inside face of the walls (as mentioned above) then the wall space is treated as Floor Common and must be added back into the Actual Area. The sum of these totals is what is called Chargeable Area. Chargeable Area is the total that can then be multiplied by a Cost per Area number to get the total dollar amount charged to an Organizational Type or Tennant. Page 6 of 16

8 IFMA Flow Diagram The following diagram is an example of Floor Area Measurements as defined in the IFMA Standards. Page 7 of 16

9 Chargeback Calculations Rentable Area = Floor Gross Vertical Penetrations Rentable Area = Assignable + Floor Common + Building Common + Site Common (Wall Space or Remaining Space is treated as Floor Common and also is included in Rentable space) Assignable Area = The Sum Totals of all areas that have a Chargeback Assignment of Assignable and been assigned to an Organizational type. Floor Common = The Sum Totals of all areas that have a Chargeback Assignment of Common and have a ProRate value of Floor. Building Common = The Sum Totals of all areas that have a Chargeback Assignment of Common and have a ProRate value of Building. Site Common = The Sum Totals of all areas that have a Chargeback Assignment of Common and have a ProRate value of Site. Remaining Area And Cost Firstly, interior gross vertical penetrations = rentable area by definition. Total area and rentable area are forced to equality in this report by calculating the value of remaining area in the following manner. facilicad subtracts assignable and site/building/floor common areas from rentable area to arrive at the value of remaining area. It then adds assignable, site/building/floor common and remaining areas to calculate total area. The underlying logic of this action is: The only area that should remain after removing assignable area, common area, and vertical penetration from interior gross area is wall space. This wall space (remaining area) is treated as floor common area, and its cost is calculated by using the ratio between floor common area and floor common cost. These area and cost calculations are then assigned to organizational types using ratios between the organizational type s assignable area and the site, building, and floor assignable area totals. The cost factor is determined by calculating a ratio between floor common area and floor common cost. This charges out wall space at an average of actual floor common cost. Organizational Common Area and Cost Common area is calculated by multiplying the organizational type assignable area by the sum of these three ratios, floor common area/floor assignable area, building common area /building assignable area, site common area /site assignable area. Common cost is calculated in the same manner, except each room area is multiplied by its own, individual area cost, and these products are them summed. Page 8 of 16

10 Sample Chargeback Reports Page 9 of 16

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13 Explanation of Standards of Measurement Standards of Measurement Documents There are a number of standards available. The most commonly used are the ANSI/BOMA and IFMA standards. BOMA (Building Owners and Managers Association) is the most common. There are two BOMA documents that are commonly used (Pre 1996 and Post 1996). The most current document is ANSI/BOMA Z This document is available at Some differences to note between Pre and Post 1996 BOMA are the following: Pre 1996, Gross Measured Area (Interior Gross) did not include columns along the exterior wall that extruded into the interior of the building. In the Post 1996 document, exterior columns are included in the measurements. Stairs included within a Suite were considered Vertical Penetrations in the Pre 1996 document. In the Post 1996 document, these Stairs are included in the Suite Measurements. One of the biggest differences between the BOMA and the IFMA Standards is that the BOMA document is designed for Office and Retail Rental Space. BOMA has no definition for Assignable Space. BOMA classifies this type of space as Office Area or Store Area. BOMA has no classification for Site Common. IFMA (International Facility Managers Association) has also published a document called the Standard Classification for Building Area Measurements. This document closely follows the BOMA standards with some slight variations. The IFMA Standards were designed for Offices, Research, Laboratory, and Manufacturing Buildings and Building-Related Facilities. IFMA has a distinct classification for Assignable Space. The IFMA Standards can be applied to owned, rented and leased buildings. The IFMA Standards provide a systematic basis for categorizing how floor area in buildings is measured for certain purposes, such as facility management, occupant requirements, space planning, or strategic facility planning. The IFMA Standards are not intended for use in lease negotiations with owners of commercial office buildings or related properties. For that purpose, in the USA, users are referred to the American Standards Institute under the designation ANSI Z65.1 and commonly known as the ANSI-BOMA Standards. The current document is E This document is available to IFMA members at Note: These documents are meant to be used as guidelines. Unfortunately, there are many interpretations of these documents. There are even documents explaining these documents. If you put ten facility managers in a room and asked them to explain these documents, you would get ten different explanations. It is important to select a standard and document your own explanation of that standard. Page 12 of 16

14 Summary of Space type Boundary Conditions Condition #1: Vertical, Common or Assignable abuts Exterior or Gross Area All Boundaries go to inside finished surface of exterior wall or glass. Condition #2: Vertical abuts Vertical Vertical Boundary goes to Mid-point of shared Vertical wall Condition #3: Vertical abuts Floor Common Vertical Boundary goes to Outside face of Vertical Area Condition #4: Vertical abuts Assignable Vertical Boundary goes to Outside face of Vertical Area Condition #5: Floor Common abuts Floor Common Floor Common Boundary goes to Mid-point of shared wall. Condition #6: Floor Common abuts Building Common Building Common Boundary goes to Inside wall of Building Common or Outside face of Floor Common. Condition #7: Floor Common abuts Assignable Floor Common Boundary goes to Outside face of Floor Common Area. Condition #8: Assignable abuts Building Common Building Common Boundary goes to Mid-point of shared wall of Assignable Space. Condition #9: Assignable abuts Assignable Assignable Boundary goes to Mid-point of shared office wall or cubicle. Page 13 of 16

15 Measurement Illustration Page 14 of 16

16 Example Room Types Vertical Penetrations Building Common Floor Common Stairs Elevator Shafts Flues Pipe Shafts Vertical Ducts Atria (at levels above finished floor) Light Wells Main Lobbies Atrium Space (at level of finished floor) Concierge Security Desks Conference Rooms (multiple tenant share) Lounges Vending Areas Cafeterias Health Center Daycare Locker/S Mailroom Shower Mechanical Room Equipment Room Loading Dock (within building line) Bathrooms Janitor Closets Storage Closets Electrical Rooms Mechanical Rooms Elevator Lobbies Main Corridors Copier Room Breakroom Site Common Assignable Main Reception Area Cafeteria Mail Room Offices Cubicles/Workstations Conference Rooms Copy Rooms Storage Retail/Store Page 15 of 16

17 Appendix-Document Source Link BAM (Building Area Measurement) There is more to building area measurement than most people realize. In an effort to share current measurement issues with those in the real estate industry, BAM regularly publishes articles and drafts whitepapers. If this sounds easy, just try it. Any bozo who can hold a tape measure can measure square footage.the trick is to measure the premises to the same supportable number twice in a row. An even better trick is to measure, arrive at a sum, and then tell another person how you measured it such that he can do so without further coaching and come up with the same sum. The final coup de grace is to measure the space accurately such that it can be re-measured to the same sum while following instructions that are legally supportable as the proper way to measure space under the lease applicable to those circumstances. If this sounds easy, just try it. - Theodore H. Hellmuth in Lease Audits: The Essential Guide BAM Links The BOMA Office Standard is the prevalent standard for measuring leased office space in the United States outside the metropolitan areas of New York and Washington, D.C. The BOMA Industrial Standard is a new standard released in October of 2004 by BOMA and SIOR for measurement of industrial and warehouse properties. The REBNY Standard is used to measure leased office space in the New York metropolitan area, including nearby parts of Connecticut and New Jersey. The GWCAR Standard is used to measure leased office space in the Washington, D.C. metropolitan area, including nearby parts of Maryland and Virginia. The IFMA Standard is used nation-wide for floor area measurements for facility management, occupant requirements, space planning and strategic facility planning. The AIA Standard addresses the calculation of architectural (construction) area and volume of buildings. The NAHB Standard addresses the calculation of residential floor areas in detached and attached single-family homes. If you need to determine floor areas in residential condominiums or other common interest properties, you must research local statutes like the Common Interest Ownership Act that may dictate unit boundaries. This article from the Colorado Real Estate Journal addresses some condo measurement issues. In addition to these published standards, there are numerous floor area measurement standards used by private companies, institutions and governmental units. Page 16 of 16

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