OHIO BOARD OF REGENTS

In this process the file is read twice. First the data are edited, and the records with warnings or errors are written to a message file together with the appropriate messages. With the second pass, which only occurs after the first pass produces zero errors, database tables are updated.
 

Edit Rules for each Physical Structure Inventory (PS) Record

Summary Edits

Submission Records

Description of Variables in Table:

Total Number of Rows on Database after Load:

Sum the number of PS submission file records with a Delete Switch of N which do not have a matching key in the table plus the number of PS records already loaded to the database from previous PS file submissions; subtract the number of records that will be deleted from the physical structure inventory table because of records with a Delete Switch of Y for this institution and year.

Number of Rows on the Database before Load:

Sum the number of PS records already loaded to the database from previous PS submissions for this institution and year.

Number of Rows Added by this Submission:

Sum the number of PS records with a Delete Switch of N in this submission.

Number of Rows Deleted by this Submission:

Sum the number of PS records with a Delete Switch of Y in this submission.

Number of Rows Changed by this Submission:

Sum the number of PS records with a Delete Switch of N in this submission that have a key in a row already loaded to the database.
 

Gross Square Footage and Replacement Value, by Ownership Status

The purpose of this table is to display the distribution of gross square footage and replacement value by ownership status. There is a table for each campus of an institution. There is a row for each Ownership Status code and a row for the total of all Ownership Status codes.
 
 

Campus Code: XXXX	Gross Square Footage Reported Last Year	Gross Square Footage Reported This Year	Difference in Gross Square Footage, Last Year vs. This Year	Replacement Value Reported Last Year	Replacement Value Reported This Year	Difference in Replacement Value, Last Year vs. This Year
OWN
LEA
NON
Total

Description of Variables in Table:

This is a four-character campus code associated with each campus of an institution for which data exists.

OWN, LEA, NON--Ownership Status Codes:

Print the values identified at the head of each column for each Ownership Status code for each campus.

Total:

Sum the values for each Ownership Status code in the rows above for each campus.

Gross Square Footage Reported Last Year:

Sum the Gross Square Footage of all keys for each Ownership Status code, in the Physical Structure Inventory table for last year.

Gross Square Footage Reported This Year:

Sum the Gross Square Footage of all keys for each Ownership Status code, in the Physical Structure Inventory table and in the submission file for each Ownership Status code for each campus. If the key exists on the table and in the submission file with a Delete Switch set to N, use the key from the submission file. Next, minus the Gross Square footage of all keys in the submission file with a Delete Switch set to Y. Print value for each Ownership Status code.

Difference in Gross Square Footage, Last Year vs. This Year:

Subtract the value of Gross Square Footage Reported Last Year from the value of Gross Square Footage Reported This Year for each campus and print the value in this column. Use a "+" to represent a positive difference and a "-" to represent a negative difference.

Replacement Value Reported Last Year:

Sum the Replacement Value of all keys for each Ownership Status code, in the Physical Structure Inventory table for last year.

Replacement Value Reported This Year:

Sum the Replacement Value of all keys for each Ownership Status code, in the Physical Structure Inventory table and in the submission file for each Ownership Status code for each campus. If the key exists on the table and in the submission file with a Delete Switch set to N, use the key from the submission file. Next, minus the replacement value of all keys in the submission file with a Delete Switch set to Y. Print value for each Ownership Status code.

Difference in Replacement Value, Last Year vs. This Year:

Subtract the value of Replacement Value Reported Last Year from the value of Replacement Value Reported This Year for each campus and print the value in this column. Use a "+" to represent a positive difference and a "-" to represent a negative difference.
 

Gross Square Footage by Physical Condition Status, by Campus for Structures Identified with Ownership Status Codes OWN and NON

Physical Condition Status Codes
 

Campus Code: XXXX	SA	MI	RE	MA	PO	Total Gross Square Footage Reported with Physical Condition Status
Gross Square Footage
Percentage of Physical Condition Status (PC) code GSF to the Total GSF Reported with PC code

Description of Variables in Table:

This is a four-character campus code associated with each campus of an institution for which data exists.

Physical Condition Status Codes:

Sum the Gross Square Footage of all keys for each Physical Condition Status code in the submission file (where the delete switch is N) and in the Physical Structure Inventory table for each campus. If the key exists on the table and in the submission file with a Delete Switch set to N, use the key from the submission file. Next, minus the Gross Square Footage of all keys for each Physical Condition Status code in the submission file with a Delete Switch set to Y. Print value.

Total:

Sum the values for each Physical Condition Status code in the columns to the left for each campus.

Percentage of Physical Condition Status (PC) code GSF to the Total GSF Reported with PC code:

Calculate the percentage of square footage reported for each code using the value in the Total Gross Square Footage Reported with Physical Condition Status as the denominator.
 

Gross Square Footage by Functional Condition Status, by Campus for Structures Identified with Ownership Status Codes OWN and NON

Functional Condition Status Codes
 

Campus Code: XXXX	SA	MI	RE	MA	FO	Total Gross Square Footage Reported with Functional Condition Status
Gross Square Footage
Percentage of Functional Condition Status (FC) code GSF to the Total GSF Reported with FC code

Description of Variables in Table:

Campus Code:

This is a four-character campus code associated with each campus of an institution for which data exists.

Functional Condition Status Codes:

Sum the Gross Square Footage for each Functional Condition Status code in the submission file (where the delete switch is N) and in the Physical Structure Inventory table for each campus. If the key exists on the table and in the submission file with a Delete Switch set to N, use the key from the submission file. Next, minus the Gross Square Footage for each Functional Condition Status code in the submission file with a Delete Switch set to Y. Print value.

Total:

Sum the values for each Functional Condition Status code in the columns to the left for each campus.

Percentage of Functional Condition Status (FC) code GSF to the Total GSF Reported with FC code:

Calculate the percentage of square footage reported for each code using the total gross square footage reported with a Functional Condition Status code as the denominator.
 

Square Footage by Ranges of Date of Construction, by Campus for Structures Identified with Ownership Status Codes OWN and NON

Range for Year of Construction
 

Campus Code	1700-1900	1901-1950	1951-1975	1976-1997	Post-1997

Description of Variables in Table:

This is a four-character campus code associated with each campus of an institution for which data exists.

Range for Year of Construction:

For each range for Year of Construction, sum the square footage for the Year of Construction fields that fall within each range in the submission file (where delete switch is N) and in the Physical Structure Inventory table for this year and term for each campus. Print the total square footage for each range for Year of Construction and print below appropriate heading.
 

Square Footage by Ranges of Date of Acquisition, by Campus for Structures Identified with Ownership Status Codes OWN and NON

The statistics in the following table reflect the amount of gross square footage for each Year of Acquisition summarized by year ranges for this year by campus. There is a table for each campus.

Range for Year of Acquisition
 

Campus Code	1800-1900	1901-1950	1951-1975	1976-1997	Post-1997

Description of Variables in Table:

This is a four-character campus code associated with each campus of an institution for which data exists.

Range for Year of Acquisition:

For each range for Year of Acquisition, sum the square footage for the Year of Acquisition fields that fall within each range in the submission file (where delete switch is N) and in the Physical Structure Inventory table for this year and term for each campus. Print the total square footage for each range for Year of Acquisition and print below appropriate heading.

Square Footage by Zip Code, by Campus:

The statistics in the following table reflect the amount of gross square footage for each zip code, city, and state. There is a table for each campus.

Campus Code: XXXX

Square Footage	ZIP Code	City	State

Description of Variables in Table:

This is a four-character campus code associated with each campus of an institution for which data exists. The values in each table reflect only data associated with the row campus code.

Square Footage and ZIP Code:

For each ZIP code (first 5 digits only), sum the square footage in the submission file (where delete switch is N) and in the Physical Structure Inventory table for this year and term for each campus. Print the total square footage for each ZIP code.

City and State:

Print the City and State associated with each ZIP code in the ZIP code verification table. If more than one city is associated with the ZIP code, print only the first city for that ZIP in the table.
 
 

Return to Facilities Files

http://regents.ohio.gov/hei/facilities/psedit
Last updated March 19, 2000