(ICOS) User Manual - Office of Superintendent of Public Instruction

(ICOS) User Manual - Office of Superintendent of Public Instruction
Washington State
Office of Superintendent of
Public Instruction
Inventory and Condition of Schools (ICOS)
User Manual
Author: Mary Freitas
Version: 1.0
Date: April 9, 2012
Inventory and Condition of Schools (ICOS) User Manual
Table of Contents
1.0 Introduction ............................................................................................................. 1
1.1
Accessing ICOS ................................................................................................. 1
1.2
Logging into EDS ............................................................................................... 2
2.0 Inventory and Condition Of Schools (ICOS)......................................................... 4
2.1
Home ................................................................................................................. 5
2.2
Inventory and Condition ..................................................................................... 6
2.2.1
Tree View Pane and Viewer Screen ..................................................................... 6
2.2.2
Information Center ...............................................................................................11
2.2.3
District Summary .................................................................................................15
2.2.3.1
View District Summary ................................................................................................ 15
2.2.3.2
Add Facility to the District ............................................................................................ 17
2.2.4
Facility Information ...............................................................................................18
2.2.4.1
View Facility Summary ................................................................................................ 18
2.2.4.2
Edit Facility .................................................................................................................. 21
2.2.5
Site Inventory Information ....................................................................................25
2.2.5.1
2.2.6
View and Edit Site Inventory ....................................................................................... 25
Building Inventory Information ..............................................................................31
2.2.6.1
View Building Inventory Summary .............................................................................. 31
2.2.6.2
Add Building to the Facility .......................................................................................... 32
2.2.6.3
Edit Building Inventory................................................................................................. 36
2.2.7
Site Condition Information ....................................................................................42
2.2.7.1
View Site Condition Summary..................................................................................... 42
2.2.7.2
Edit Site Condition ....................................................................................................... 44
2.2.8
Building Condition Information .............................................................................47
2.2.8.1
View Building Condition Summary .............................................................................. 47
2.2.8.2
Edit Building Condition ................................................................................................ 48
2.2.9
Energy Management Information .........................................................................51
2.2.10
FEMA Pre-Disaster Mitigation Information ...........................................................52
2.2.10.1
Add Pre-Disaster Mitigation Data ................................................................................ 52
2.2.10.2
Copy Pre-Disaster Mitigation Data to Another Building .............................................. 53
2.2.10.3
Edit Pre-Disaster Mitigation Data ................................................................................ 53
2.2.10.4
Add/View Files ............................................................................................................. 53
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2.2.11
Asset Preservation Program (APP) Information ...................................................54
2.2.11.1
Edit/Add APP Data ...................................................................................................... 54
2.2.11.2
Upload APP Files ........................................................................................................ 55
2.2.12
Washington Sustainable Schools Protocol (WSSP) .............................................57
2.2.12.1
Edit/Add WSSP Data................................................................................................... 58
2.2.12.2
Add/View Files ............................................................................................................. 60
2.3
Reports ............................................................................................................ 61
2.4
District Contacts ............................................................................................... 64
2.5
2.4.1
Create Contact ................................................................................................................ 64
2.4.2
Contact Search................................................................................................................ 67
2.4.3
Edit Contact ..................................................................................................................... 68
Maps and Boundaries ...................................................................................... 70
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1.0 Introduction
OSPI School Facilities and Organization supports the State Superintendent in providing School
Districts with financial and technical assistance in three primary areas: Capital construction,
facilities maintenance/management initiatives, and School District organization issues.
The Inventory and Condition of Schools (ICOS) is a web-based system where the inventory
details about the facilities operated by the Districts and the current condition of those facilities are
documented and stored. This information is used to support the performance-based Asset
Preservation Program which gauges how well the facilities, buildings and sites are maintained, as
well as meet the increasing demand for accurate school facility inventory and building condition
data that supports statewide programs (such as the School Construction Assistance Program),
District facility management and school facility information requests or policy decisions.
ICOS is a software system that provides inventory and building condition data and reporting
capabilities. This system benefits the Districts by providing functionality for inventory system,
record keeping, and comparative analysis between Districts.
1.1
Accessing ICOS
At this time, OSPI recommends using Microsoft Internet Explorer version 8 or higher.
In order to view the ICOS system, the Silverlight applet, a common add-in, must be downloaded onto
the computer viewing the system. Silverlight can be accessed at this website at no charge:
http://www.silverlight.net/getstarted/.
Once Silverlight has been installed, go to the ICOS site to access the system:
http://eds.ospi.k12.wa.us/Login.aspx
Obtaining a Login for ICOS
In order to have access to ICOS, users need a login for the OSPI Education Data System
(EDS). EDS is the web portal used at OSPI allowing users to access various systems for
which they have permissions. To request access to EDS and ICOS, contact your Regional
Coordinator.
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1.2
Logging into EDS
To login into the EDS system to view the ICOS go to the following website:
http://eds.ospi.k12.wa.us/Login.aspx
 Enter your Username and Password.
 Click the Login button.
 Click the My Applications tab or click on View my Applications.
Click Either Location
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 Click on ICOS.
Click to Enter ICOS System
You are now in the ICOS system!
If “ICOS” is not one of the choices in My Applications List, please contact your District Data
Security Manager.
NOTE: The screen prints in this manual do not reflect any actual or real data for the
Districts displayed. The screens and data are used as examples only.
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2.0 Inventory and Condition Of Schools (ICOS)
ICOS is developed inside the existing OSPI Web portal called the Education Data System (EDS).
The screens headers and footers have the standard design features as specified by the EDS
portal (EDS Home, Logout and Help) and meet the accessibility standards and hardware and
software requirements, for example, a minimum 1024x768 screen resolution, IE Explorer 6.0 or
higher.
The EDS Home will take you back to the ICOS Home page. The Help link opens the School
Facilities ICOS website where there are various ICOS documents. The Feedback button opens
a web page to enter comments and then submit to the Help Desk.
The header navigation button menu is the first level of screens within the ICOS application.
Clicking on a navigation button takes the user to the appropriate screen.
Beneath the header navigation, there are two graphic icons on the right-side of the page: Print
Friendly and Logout. Clicking the Print Friendly icon takes the user to a print-friendly view of the
current screen. Clicking the Logout icon logs the user out of the system and returns to the EDS
Login screen. Underneath these graphic icons is the name of the School District in which the
user chose at the Login screen.
The navigation tool bar has the following buttons which are discussed in detail in the next section:
−
Home: ICOS Home page, the first screen viewed when entering the ICOS system.
−
Inventory and Condition: Contains the screens to enter data about Facility, Site, and
Building Inventory and Condition ratings; Energy Management; FEMA pre-disaster
mitigation; Asset Preservation Program (APP); and Washington Sustainable Schools
Protocol (WSSP).
−
Reports: The page to select and run reports based on various user-selected criteria.
−
District Contacts: The page used to enter and view district contacts.
−
Maps and Boundaries: The page displays the GIS-based interactive map that contains
information on school district boundaries, demographics and capital projects.
The bottom footer provides links to the OSPI Privacy Policy, a Disclaimer, and Customer
Support. Clicking one of these links redirects the user to the appropriate page.
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2.1
Home
The first screen displayed after logging into the ICOS system is the Home page. This screen
displays the navigation tool bar with the various items the user can choose to open. The picture
displayed is the main Office of the Superintendent of Public Instruction building in Olympia,
Washington.
2.1.1 ICOS Home Screen
From this welcome screen, the user can go to various pages by clicking on the desired navigation
button on the tool bar.
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2.2
Inventory and Condition
Inventory and Condition is the main location to find the site and building inventory and condition
screens, and the other related screens. When the Inventory and Condition button is clicked, a
sub-menu appears below with the following available screens:
•
District Summary
•
FEMA Pre-Disaster Mitigation
•
Asset Preservation Program (APP)
•
Washington Sustainable Schools Protocol (WSSP)
Each of these screens are described in the following sections.
2.2.1 Tree View Pane and Viewer Screen
All of the screens in the Inventory and Condition section have a Tree View pane where the
screen navigation occurs. The Viewer Screen is where the information appears after the user
clicks on a choice in the Tree View.
Viewer Screen
Tree View
2.2.1.1 Tree View and Viewer Screen
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Navigating the Tree View
The left-hand tree view panel displays two tabbed screens:
The ‘General’ tab displays all of the Facilities within the School District. If the user singleclicks on a Facility Name, the Facility Summary page for that facility will be displayed. If
the user single-clicks on the right pointing expander triangle
next to a Facility, all of the
Facility options in the hierarchy will be expanded fully, to view Inventory, Condition, Site,
and Building. Once expanded, the user can then single-click on the downward pointed
triangle symbol
to collapse the list.
The tree view is organized hierarchically with the District and its related Facilities listed
alphabetically. The hierarchy is depicted below:
ð
District
level 1
ð
Facility
level 2
ð
Inventory
level 3
ð
Site
level 4
ð
Building
level 4
ð
Condition
level 3
ð
Site
level 4
ð
Building
level 4
2.2.1.2 ICOS Hierarchy Screen Example
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The ‘Information Center’ tab is displayed when a user first enters the Inventory and
Condition for their District. This screen displays the needed actions the user needs to
complete for each Facility. If there are no needed actions, then the screen will say “No
actions needed”. The Information Center screen can be opened at any time by clicking
the
tab in the tree view.
The Actions Needed can be refreshed / updated in the screen by clicking the ‘Refresh’
button. Once the action has been successfully completed, the action will no longer
display in the Information Center screen.
Note: OSPI users need to select a ‘District’ to view the Information Center for a specific
District.
Also, at the bottom of the Information Center screen there is a link to the ICOS
Information webpage where the user manual and other help links can be found.
General Tab - How to Drill Down to the Details
 Click directly on a District name to open the District details in the Viewer Screen.
 Click on the small gray expander triangle symbol
next to the name to expand the
District tree view list. All of the Facilities in the District are listed.
2.2.1.3 Tree View Expanded
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Once the list is expanded there will be a small black downward pointed triangle symbol
next to the item. Clicking on this black triangle will collapse the list back up and hide
the Facilities.
Navigating the General Tab Viewer Screen and Accordion
The viewer screen bar is the vertical bar to the left of an opened screen. All viewer
screens have the same screen controls:
1) To close a screen, click on the
button at the top of the Screen bar.
2) To minimize a screen, click on the
button at the bottom of the Screen bar.
3) To re-open/maximize a screen, click on the
button at the bottom of the Screen bar.
The screen bar is light blue colored when it is maximized and white colored when it is
minimized.
Close Screen
Control
Minimize/Maximize
Screen Controls
2.2.1.4 Minimize and Maximize Screen Examples
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When a screen opens, it will open to the right, and therefore, it may be possible that
the screen has opened to the right of the user’s visible screen view, and must scroll
to the right to view the screen.
Up to five screens can be open at the same time. If a user attempts to open a sixth
screen, a pop up message will display saying that one of the current five screens must be
closed before opening a new screen.
At this time, the screen size is fixed. The user may need to use the scroll bars in order to
navigate an individual screen.
The screens can be minimized, maximized, or closed in any order.
The example below shows all five screens minimized.
Right-click to Expand
or Collapse All Screens
2.2.1.5 Accordion Screen Closed
To open or expand all accordion screens, right-click on any of the viewer screen bars and
select ‘Collapse All’ or ‘Expand All’. A singe screen can also be expanded or collapsed by
just single-clicking on its viewer screen bar.
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2.2.1.6 Main Screen Expander Arrow
To increase the right-hand viewer screen and allow the fields to be viewed without the
user of scroll bars, place your cursor over the divider line between the left pane and the
right-hand viewer and find where your cursor turns into a the double headed arrow. Leftclick when the cursor is double-headed arrow and drag the screen to the left (or right) to
your desired screen size.
2.2.2 Information Center
The Information Center page is the first page displayed when clicking on the Inventory and
Condition navigation button. This screen is the location where the user views the actions that
need to be completed and the corresponding due dates. If there are no actions listed, it will say
there are no actions needed, and the user has completed all of the needed actions for the year.
This screen also has a link to the Facilities webpage where the user can find the User Manual
and other ICOS information. Click on the link http://www.k12.wa.us/SchFacilities/Inventory.aspx
to open the webpage.
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2.2.2.1 Information Center Screen
View Needed Actions for a District
 OSPI Users - Click on the desired District in the Tree View in the General tab.
The first column ‘Facility’ specifies the facility for which the action is needed. The Action
Needed column is a short description of the task the user needs to complete. The Due Date
column is the date in which the Action Needed must be completed.
The following are the possible Actions Needed that may be displayed and how to accomplish
the task:
1. APP Board Resolution Document needs to be uploaded – The APP Board Resolution
document is required to be uploaded within 6 months from the Project Board Acceptance
Date.
 Go to the APP Summary screen (Inventory and Condition > Asset Preservation
Program (APP)), and click the ‘Upload APP Board Resolution’ button to upload the
document. See Add/View File instructions in Section 2.2.11.2 for details to upload
a document.
2. APS Certification Letter needs to be uploaded – The APS Certification Letter is
required to be uploaded within 6 months from the Project Board Acceptance Date.
 Go to the APP Summary screen (Inventory and Condition>Asset Preservation
Program (APP)), and click the ‘Upload APS Certification Letter Completed' button
to upload the document. See Add/View File instructions in Section 2.2.11.2 for
details to upload a document.
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3. APP 6-Year Certification Letter needs to be uploaded – A letter of certification is
required every 6 years that demonstrates that the facility’s condition has been inspected
by a third party. This letter is required to be uploaded every 6 years from the Project
Board Acceptance Date. For example, on the 6th,12th, 18th, 24th and 30th year from the
Project Board Acceptance Date.
 Go to the APP Summary screen (Inventory and Condition>Asset Preservation
Program (APP)), and click the ‘Upload 6- Year Certification Letter' button to upload
the document. See Add/View File instructions in Section 2.2.11.2 for details to
upload a document.
4. Board Meeting Date When Report Was Presented needs to be entered on the APP
Summary page – It is required that the facility condition report be presented to the board
yearly and the date be recorded in ICOS.
 Go to the APP Summary screen (Inventory and Condition>Asset Preservation
Program), and enter the date (format MM/DD/YYYY) or click the calendar icon and
select the date for the ‘Board Meeting Date When Report Was Presented’ field.
5. Site Map has not been uploaded for the Facility – It is required that a site map be
uploaded for the facility.
 Go to the Facility Inventory Site screen (Inventory and Condition > Facility >
Inventory > Site), and click the Add/View File tab to upload the file. Or click on the
‘View Site Area Map’ button and click ‘Yes’ when the pop up message asks if you
wish to upload the Site Map now. See Add/View File instructions in Section
2.2.5.1 for details to upload a document.
6. Building Area Analysis has not been uploaded for the Facility – It is required that a
building area analysis be uploaded for each building for a facility created in ICOS. This
action needed will continue to display until all of the buildings have a building area
analysis uploaded.
 Go to the Facility Building Inventory Summary screen (Inventory and Condition >
Facility > Inventory > Building), and click the Add/View File tab to upload the file.
Or click on the ‘View Building(s) Area Analysis’ button and click ‘Yes’ when the
pop up message asks if you wish to upload the Building Area Analysis now. See
Add/View File instructions in Section 2.2.6.3 for details to upload a document.
7. WSSP Annual Report needs to be completed – It is required that the WSSP Annual
Report be completed annually for five years after first occupancy.
a. Go to the Facility WSSP Annual Report screen (Inventory and Condition > Facility
> Washington Sustainable Schools Protocol (WSSP)), and complete the required
fields. See Washington Sustainable Schools Protocol (WSSP) instructions in
Section 2.2.12.1 for details.
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8. XXX/XXX Building Conditions have been successfully rated – This is a count of how
many buildings have completed their condition ratings out of the total number of buildings
in the Facility. It is required that all components for all sub-assemblies for all buildings in
the facility be rated every year.
a. Go to the Facility Building Condition screen (Inventory and Condition > Facility >
Condition > Building), and complete the rating for all components for each subassembly for each building. See Building Condition instructions in Section 2.2.8.2
for details.
9. Site Condition rating has not been completed - It is required that all components for all
sub-assemblies for the facility site be rated every year.
a. Go to the Facility Building Condition screen (Inventory and Condition > Facility >
Condition > Site), and complete the rating for all components for each subassembly. See Site Condition instructions in Section 2.2.7.2 for details.
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2.2.3 District Summary
2.2.3.1
View District Summary
In the tree view on the left-hand side of the screen, click directly on the name of the District to
open the District Summary screen. The District Summary page is the first page that displays
when a District is clicked. It displays specific information about the district, including the
rollup totals from all of its facilities and the buildings within those facilities. This is a read-only
screen and no changes can be made.
Click directly on
the District Name
2.2.3.1.1 View District Summary Screen
View District Map
 To view the district map, click the ‘View District Map’ button. A separate Internet
explorer window opens with a map of the state of Washington. Click on the desired
District to see details. See Section 2.5 for detailed instructions.
 To print the district map, click on the
 To close the window, click on the
button on the toolbar.
button in the upper right-hand corner to close
the window.
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Add/View Files
 To add a District Summary photo and other documents, click on the
button.
Note: The system will not allow duplicate file names to be uploaded for a District. Each file
for the District must have a unique File Name. Hint: If you must upload the same document
for multiple buildings or facilities, create as many copies of the file as needed, but with
different file names.
2.2.3.1.2 Add/View Files Example
 In the pop up ‘Add/View Files’ window, click the
−
button.
In the pop up ‘Select a file to Upload’ window, click the

button and select file.
If you are uploading a file for the District Summary Page Photo, then the file must
have a file type of: gif, jpeg, jpg or png. If the file is not intended to be used for
the Summary Photo, then any file type is allowed.
−
In the ‘Select a file to Upload’ window, select a Document Type from the drop down
list. If the file is intended to be the District Summary Page Photo, then it is required
that the document type be “Photo”. If it is not the Summary page photo then, “Other”
or one of the other choices can be chosen.
−
Click
−
In the ‘Add/View Files’ window, the file is displayed. If the file is intended to be the
in the ‘Select a file to Upload’ window.
District Summary Page Photo, then it is required for you to click the ‘Summary Page
Photo’ check box
in order to have the photo display in the District Summary
Screen.
−
Click
−
After receiving the Saved Confirmation pop up message, click
.
in the
‘Add/View Files’ window
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 To delete a file, right-click on the file to delete.

A delete confirmation message pops up asking if you are sure you want to delete the
file.
•
If you click ‘Yes’, then the file is removed from the District.
•
If you click ‘No’, then the file is not deleted and remains in the District list.
 To close the ‘Add/View Files’ window, click
button
Note: If you uploaded a District Summary Photo, then you must first close the District
Summary screen and then reopen, in order to view the newly uploaded photo.
2.2.3.2
Add Facility to the District
 To add a new Facility to a District, open the District Summary screen for the District
you want to add a new Facility and click the Add Facility tab.
 Type the new facility name into the Facility Name field. - This field is required  Select a Facility Site Profile Type from the drop down box. - This field is required –
Warning: You must make sure that the correct Facility Site Profile Type is chosen
BEFORE the condition rating any components. Once rating has begun, a Facility Site
Profile Type cannot be changed, and the entire facility will need to be redone.
2.2.3.2.1 Add New Facility Screen
 Click
to save the changes. The new Facility will now be listed on the Tree View
under the District. Go to Section 2.2.4.2 to Edit and add additional data to the Facility.
 Click the
button on the screen or the
button on the accordion to close the
Add Facility screen.
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2.2.4 Facility Information
2.2.4.1
View Facility Summary
The Facility Summary page displays specific information about the facility, including the rollup
totals from all of its buildings. This is a read-only screen and no changes can be made. To
Add Building see Section 2.2.6.2.
 To expand the District to view the Facilities, click on the small gray expander triangle
next to the District.
2.2.4.1.1 View Facility Summary Screen
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View Site Map
 To view the site area map, click the
button. A separate Internet explorer
window opens with the Facility Site Map.
−
If a Site Map has not been uploaded for the Site, then a message pops up asking
if you wish to upload a Site Map. This message will appear each time until a Site
Map is uploaded into ICOS.

Clicking ‘No’ will close the pop up.

Clicking ‘Yes’ will open the Add/View Files screen in a separate accordion
screen for you to upload the Site Map.
 To print the Site Map, click on the
button on the toolbar.
 To close the Site Map window, click on the
button in the upper right-hand corner
to close the window.
View Facility Notes
 To view the Facility Notes that are added and edited by OSPI only, click the
button.
Add/View Files
 To add a Facility Summary photo and other documents, click on the
button.
Note: The system will not allow duplicate file names to be uploaded for a Facility. Each file
for the Facility must have a unique File Name.
2.2.4.1.2 Add/View Files Example
 In the pop up ‘Add/View Files’ window, click the
−
button.
In the pop up ‘Select a file to Upload’ window, click the
button and select
file.
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
If you are uploading a file for the Facility Summary Page Photo, then the file
must have a file type of: gif, jpeg, jpg or png. If the file is not intended to be
used for the Summary Photo, then any file type is allowed.

In the ‘Select a file to Upload’ window, select a Document Type from the drop
down list. If the file is intended to be the Facility Summary Page Photo, then it
is required that the document type be “Photo”. If it is not the Summary page
photo then, “Other” or one of the other choices can be chosen.

Click

In the ‘Add/View Files’ window, the file is displayed. If the file is intended to be
in the ‘Select a file to Upload’ window.
the Facility Summary Page Photo, then it is required for you to click the
‘Summary Page Photo’ check box
in order to have the photo display in
the Facility Summary Screen.

Click
.
 After receiving the Saved Confirmation pop up message,
 To delete a file, right-click on the file to delete.

A delete confirmation message pops up asking if you are sure you want to delete the
file.
 If you click ‘Yes’, then the file is removed from the Facility.
 If you click ‘No’, then the file is not deleted and remains in the Facility list.
 To close the ‘Add/View Files’ window, click
button.
Note: If you uploaded a Facility Summary Photo, then you must first close the Facility
Summary screen and then reopen, in order to view the newly uploaded photo.
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2.2.4.2
Edit Facility
The Edit Facility screen is where the facility data can be edited. To add a building via the Add
Building tab, see Section 2.2.6.2.
 To edit a Facility, click directly on the the Facility Name for the Facility you want to edit
and click the Edit tab.
 In the Facility Summary screen, click the ‘Edit’ tab.
2.2.4.2.1 Edit Facility Screen
 Edit the desired fields, if needed.
−
Add School Code, see next page for details.
−
Change Facility Name, if necessary.
−
Change the Facility Site Profile Type, if needed. Warning: You must make sure that
the correct Facility Site Profile Type is chosen BEFORE the condition rating any
components. Once rating has begun, a Facility Site Profile Type cannot be changed,
and the entire facility will need to be redone.
−
View Facility Notes, this is edited by OSPI only.
−
Enter the number of students that physically attend the Facility in the Students Served
field.
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−
Enter the facility related dates by clicking on the calendar next to the field or type the
date into the field in format MM/DD/YYYY.
−
Enter the number of Teaching Stations. Note: Teaching Stations are typically defined
as any room where class instruction would take place, which includes: gymnasiums,
art rooms, music rooms, shop rooms, greenhouses, etc. Teaching Stations for
students with disabilities are typically defined as any room dedicated to the instruction
of students with mental and/or physical disabilities.
−
Enter Latitude and Longitude coordinates:

Latitide format (numbers only): +- n.nnnnnnnn to +- nn.nnnnnnnn

Longitude format (numbers only): +- n.nnnnnnnn to +- nnn.nnnnnnnn
−
Click the Skills Center Programs check box, if the Facility has Skills Center programs.
−
Click the Remote & Necessary School check box, if the Facility a Remote &
Necessary school.
−
Click
−
Click the
to save the changes.
button on the screen or the
button on the accordion to close the
Facility screen.
Add/Edit School Code
 To add a School Code to the Facility, click the
button next to the School Code
field.
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 In the School Code pop up screen, click the
button to add a School Code. Note:
A Facility Number (assigned by OSPI) refers to a physical building and typically stays
with that building regardless of change of use. A School Code refers to a program
(high school, skills center, alternative program) and will move with the program if it
relocates to another facility.
2.2.4.2.2 Add/Edit School Code Pop-up Screen
−
In the School Code column field, begin typing a word in the School Name or a few
numbers from the School Code to do a search for the desired School Code. For
example, to search for Franklin High School, start typing “fra” and a list of Schools
will appear with those letters in the name.
−
To select a School from the list, click on the name and it will appear in the School
Code field box.
−
Click the ‘Do the students primarily attend this School’ check box, if the majority of
the students attend also attend this School.
−
To add another School Code, click the
−
To delete a School Code row, click the

button again.
button.
A delete confirmation message pops up asking if you are sure you want to
delete the School Code from the facility.
 If you click ‘Yes’, then the School Code is removed from the facility.
 If you click ‘No’, then the School Code is not deleted and remains in the facility
grid.
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 To delete a School Code, click the
button next to the School Code you
want to delete.
2.2.4.2.3 Add/Edit School Code Pop-up Screen – Delete School Code
−
A delete confirmation message pops up asking if you are sure you want to delete
the School Code from the facility.

Click ‘Yes’, then the School Code is removed from the facility.

Click ‘No’, then the School Code is not deleted and remains in the facility grid.
 Click
to close the School Code pop up screen.
Add/Edit Facility Space Inventory
 To add/edit the Facility Space Inventory, click the ‘Facility Space Inventory’ button. A
separate screen opens with the Facility Space Inventory data.
2.2.4.2.4 Facility Space Inventory Screen
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 Enter the quantity for each Space/Room Type for the Facility, only numbers are
allowed (format nn.n).
−
Tip - Double-click in the first Quantity field, then use your Tab button on your
keyboard to move to the next field.
 To close the window, click on the
button or on the
button in the upper
right-hand corner.
2.2.5 Site Inventory Information
2.2.5.1
View and Edit Site Inventory
 To add Facility Site Inventory information, click on the small gray expander triangle
next to the Facility to expand the tree to view Inventory and Condition folders.
 Click directly on Site to open the Site Inventory screen.
2.2.5.1.1 Add/Edit Site Inventory Screen
 Enter the total acreage for the Site in the Total Site Acreage field. (Numbers only.)
 Select the ‘Is this site shared with other facilities?’ check box, if the site acreage is
used by another facility. Leave unchecked if site is not shared.
 If the Site is shared with another Facility, a box will appear with an Add and
Delete button.
−
Click the
button to add a shared facility.
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Inventory and Condition of Schools (ICOS) User Manual
−
Enter in either two or three letters (Facility Name) or numbers (School Code) of the
Shared Facility you wish to find.
2.2.5.1.2 Share Facility Search Example
−
Choose a Facility from the drop down search result, or enter another search criteria.
−
Click
to add the facility to the Shared Facility grid. Repeat above steps to add
another Facility, if needed.
−
Click on the
−
To delete a selected Shared Facility, click on the Facility Name in the Site Inventory
grid.
•
Click the

 Click
button, to add the Shared Facility to the Site Inventory screen.
button.
A delete confirmation message pops up asking if you are sure you want to
delete the shared facility from the Site.
−
If you click ‘Yes’, then the share facility is removed from the shared facility
grid.
−
If you click ‘No’, then the shared facilty is not deleted and remains in the
shared facility grid.
.
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Add/View Parcel and Census Tract Numbers
 To add/view the parcel numbers and the census tract number for the Facility Site, click
button. A pop up window displays with the Parcel Number
the
and Census Tract Number screen.
2.2.5.1.3 Add/Edit Parcel and Census Number Screen
 To add a parcel number, click
to add an additional parcel number for the Site.
(Maximum 14 numbers allowed.)Repeat as necessary.
 Enter the Census Tract Number, if known. (Maximum 11 numbers allowed.)
−
For additional census tract information, click on the link at the bottom of the pop up
screen.
 Click the
button, to save the changes.
 To delete a parcel number , click Delete next to the Parcel Number you want to delete.
2.2.5.1.4 Delete Parcel Number Screen

A delete confirmation message pops up asking if you are sure you want to
delete the parcel number from the Site.
−
If you click ‘Yes’, then the parcel number is removed from the site.
−
If you click ‘No’, then the parcel number is not deleted and remains in the
site grid
 To close, click the
button or the
button on the accordion to close the pop
up Parcel and Census Tract screen.
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View Site Map
 To view the site area map, click the
−
button.
If a Site Map has been uploaded for the Site then a separate Internet explorer
window opens with the Facility Site Map.
−
If a Site Map has not been uploaded for the Site, then a message pops up asking
if you wish to upload a Site Map. This message will appear each time until a Site
Map is uploaded into ICOS.

Clicking ‘No’ will close the pop up.

Clicking ‘Yes’ will open the Add/View Files screen in a separate accordion
screen for you to upload the Site Map.
 To print the Site Map, click on the
button on the toolbar.
 To close the Site Map window, click on the
button in the upper right-hand corner
to close the window.
Note: The system will not allow duplicate file names to be uploaded for a Facility/Site. Each
file for the Facility/Site must have a unique File Name.
Add/Edit Sub-Components to Site Components
 For each Site Component, complete the following:
−
Enter the Unit of Measure, this is required if Quantity has a value.
−
Enter the Quantity or Estimated Size, this is required if the Unit of Measure has a
value selected.
−
Click on the
Component.
−
button to add a pre-assigned sub-component to the Site

Enter the Unit of Measure, this is required if Quantity or Estimated Size has a
value.

Enter the Quantity or Estimated Size, this is required if Unit of Measure has a
value selected.
Click the
button to add an additional Sub-Component.
 Repeat the above steps for each Site Component.
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 To delete a sub-component row, select the sub-component by clicking on the Quantity
button.
field for the sub-component, and then click the

A Delete confirmation message pops up asking if you are sure you want to delete the
sub-component row.
−
If you click ‘Yes’, then the row is removed from the sub-component list.
−
If you click ‘No’, then the row is not removed and remains in the subcomponent list.
 To save the Site Inventory information, click the
button in the Site Inventory screen.
If any of the required fields are blank, a pop up message will display telling you which fields
need to be entered.
 To close the Site Inventory screen, click the
button or the
button on the
accordion to close the Site Inventory screen.
Add/View Files
 To add Site Inventory photo and other documents, click the
button.
Note: The system will not allow duplicate file names to be uploaded for a Facility/Site.
Each file for the Facility/Site must have a unique File Name.
 In the pop up ‘Add/View Files’ window, click the
−
button.
In the pop up ‘Select a file to Upload’ window, click the
button and select
file.

If you are uploading a file for the Site Inventory Page Photo, then the
file must have a file type of: gif, jpeg, jpg or png. If the file is not
intended to be used for the Summary Photo, then any file type is
allowed.

In the ‘Select a file to Upload’ window, select a Document Type from the drop
down list. If the file is intended to be the Site Inventory Page Photo, then it is
required that the document type be “Photo”. If it is not the Summary page
photo then, “Other” or one of the other choices can be chosen.

Click

In the ‘Add/View Files’ window, the file is displayed. If the file is intended to be
in the ‘Select a file to Upload’ window.
the Site Inventory Page Photo, then it is required for you to click the ‘Summary
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Inventory and Condition of Schools (ICOS) User Manual
Page Photo’ check box
in order to have the photo display in the
Facility Summary Screen.

Click
. A saved confirmation message appears, click ‘OK’.
 To delete a file, right-click on the file to delete.

A delete confirmation message pops up asking if you are sure you want to delete the
file.
−
If you click ‘Yes’, then the file is removed from the Site.
−
If you click ‘No’, then the file is not deleted and remains in the Site list
 To close the ‘Add/View Files’ window, click
button.
Note: If you uploaded a Site Inventory Photo, then you must first close the Site Inventory
screen and then reopen, in order to view the newly uploaded photo.
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2.2.6 Building Inventory Information
2.2.6.1
View Building Inventory Summary
 To add Building Inventory information, click directly on Building to open the Building
Inventory screen. If you do not see Building, you may need to click on the small gray
expander triangle
next to the Facility to expand the tree to display Inventory and
Condition folders. Then click on the gray expander triangle
next to Inventory to
display Site and Building.
 If no buildings have been created in ICOS for the Facility, then the Building Inventory
Summary will not display any buildings. You must first add a new building to add the
inventory information. See below Section 2.2.6.2 to Add Building.
2.2.6.1.1 Building Inventory Summary Screen with Buildings
View Site Map
 To view the site area map, click the
−
button.
If a Site Map has been uploaded, then a separate Internet explorer window opens
with the Facility Site Map.
−
If a Site Map has not been uploaded for the Site, then a message pops up asking
if you wish to upload a Site Map. This message will appear each time until a Site
Map is uploaded into ICOS.

Clicking ‘No’ will close the pop up.

Clicking ‘Yes’ will open the Add/View Files screen in a separate accordion
screen for you to upload the Site Map.
 To print the Site Map, click on the
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Inventory and Condition of Schools (ICOS) User Manual
 To close the Site Map window, click on the
button in the upper right-hand corner
to close the window.
Note: The system will not allow duplicate file names to be uploaded for a Facility/Site. Each
file for the Facility/Site must have a unique File Name.
2.2.6.2
Add Building to the Facility
 To add a new Building to a Facility, open the Facility Summary screen you want to
add a new building, and click the ‘Add Building’ tab.
.
2.2.6.2.2 Add Building Inventory Screen
 Type the new building name in the District Assigned Building Name or Identification
field. - This field is required –
 Select a Building Profile Type from the drop down box. - This field is required –
 Warning: You must make sure that the correct Building Profile Type is chosen
BEFORE the condition rating any components. Once rating has begun, a Building
Profile Type cannot be changed, and the entire building will need to be redone.
 Enter a number for the Number of Floors (including Basements) field. - This field is
required -
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Edit Building Characteristics
 To add/edit the building Characteristics, click on the
button.
2.2.6.2.3 Building Characteristics Screen
 Select a Yes or No for each field in the first section ‘Building Characteristics’. At least one
field must be a Yes. – Required  Select a Yes or No for the ‘School Construction Assistance Program (SCAP)
Requirements’ section. – Required −
If you select Yes for ‘Asset Preservation Program (APP)’, then a date field appears
underneath the section. It is required that you enter a date in this field, ‘APP Board
Acceptance Date for Building’. Format MM/DD/YYYY.
2.2.6.2.4 Building Characteristics Screen
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−
Enter a Yes or No for the ‘Historic Status’ fields.
2.2.6.2.5 Building Characteristics Screen
−
Enter any additional comments or notes in the ‘Additional Building
Characteristics/Comments’ field.
−
To save the changes, click the
button or on the
button in the upper
right-hand corner and the changes are saved and the pop up window closes.
 Click the
button, if it is a new building.
 Enter the Year Built for the Building (must be a date in the past). - This field is
required
 Enter the District Assigned Area, if applicable.
 Select the District Assigned Area Use(s) from the drop down box. Select all that apply
for that area of the building. - This field is a required  Enter the Gross Building Sq Ft for the area. - This field is required – Note: Gross
Building Sq Ft is the entire building’s area of all floors regardless of use, instructional
or otherwise.
 Enter the Gross Instructional Sq Ft.
 OSPI can only edit this field - SCAP Recognized Sq Ft.
 Enter the Area Original Occupancy Date for the building area.
 Enter the Area Original Board Acceptance Date for the building area.
 To add an additional area to the building, click the
button.
 To save the changes, including the changes made in the building Characteristics
screen click the
button in the Add Building screen. If any of the above
required fields are blank, a pop up message will display telling you which fields need
to be entered before you can save.
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 To Delete an Area Use row, click into any of the fields of the row to delete, then click
the

button.
A Delete Confirmation message pops up asking if you are sure you want to delete the
area use row.
−
If you click ‘Yes’, then the area use row is removed from the building.
−
If you click ‘No’, then the area use row is not deleted and remains in the building
list.
 To close the screen, click the
button in the Add Building screen or the
button on the accordion to close the Add Facility screen.
Upload Building Area Analysis
 To upload the Building Area Analysis, click the
button. The Add/View
Files window opens in another accordion screen.
−
Include the name of the building in the original file name to distinguish the different
Building Area Analysis for the Facility, i.e., Building Area Analysis – Main Building.
The system will not allow duplicate file names to be uploaded. Each file for the
Facility must have a unique File Name.
 In the pop up ‘Add/View Files’ window, click the
−
button.
In the pop up ‘Select a file to Upload’ window, click the
button and select
file.

In the ‘Select a file to Upload’ window, select a Document Type: Building Area
Analysis.

Click

In the ‘Add/View Files’ window, the file is displayed.

Click
in the ‘Select a file to Upload’ window.
.
 After receiving the Saved Confirmation pop up message, click
in the
‘Add/View Files’ window.
 To view/print the Building Area Analysis, in the Add/View File pop up window, click on
the File Name of the document you want to view/print.
 Click Yes, when a message asks if you want to allow the file to open.
 To print the file when it has opened, click the
click on the
button on the toolbar, the
button or go to File>Print on the toolbar.
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 To close the window, click on the
button in the upper right-hand corner to close
the window.
 To save the data, click the
button in the Add Building screen, to save the
changes, including the changes made in the Building Characteristics screen. If any of
the above required fields are blank, a pop up message will display telling you which
fields need to be entered.
 To close, click the
button in the Add Building screen or the
button on the
accordion to close the Add Facility screen.
Note: The system will not allow duplicate file names to be uploaded for a Facility. Each file
for the Facility must have a unique File Name.
2.2.6.3
Edit Building Inventory
 To view Buildings in a Facility, click directly on “Building” to open the Building Inventory
Summary screen. If you do not see any Buildings listed, then you may need to click on the
small gray expander triangle
next to the Facility to expand the tree to display Inventory and
Condition folders. Then click on the gray expander triangle
next to Inventory to display
Site and Building.
2.2.6.3.1 Building Inventory Summary Screen
 If no buildings have been created in ICOS for the Facility, then the Building Inventory
Summary will not display any buildings. You must first add a new building to add the
inventory information. See Section 2.2.6.2 to Add Building.
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 From the Building Inventory Summary screen, there are two ways to navigate to the Edit
Building screen:
1. Click on the
button in the Building Inventory Summary screen next to the
Building you want to edit.

The Building you selected to edit is automatically populated in the District
Assigned Bulding Name or Identification in the Edit Building screen.
2. Click on the Edit tab in the Building Inventory Summary screen.

Select the desired Building that you want to edit from the District Assigned Bulding
Name or Identification from the drop down box.
2.2.6.3.2 Edit Building Inventory Screen
 (Optional) Edit the building name in the District Assigned Building Name or
Identification field.
 (Optional) Edit the Building Profile Type from the drop down box.
−
Note: If the building has component condition ratings, then a message will display
warning that if the Building Profile Type is changed, then all of the condition ratings
will be deleted from the building.
 (Optional) Edit the Number of Floors (including Basements) field.
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Edit Building Characteristics
 To add/edit the building Characteristics, click on the
button.
2.2.6.3.3 Building Characteristics Screen (part 1)
 Select a Yes or No for each field in the first section ‘Building Characteristics’. At least one
field must be a Yes. – Required  Select a Yes or No for the ‘School Construction Assistance Program (SCAP)
Requirements’ section. – Required −
If you select Yes for ‘Asset Preservation Program (APP)’, then a date field appears
underneath the section. It is required that you enter a date in this field, ‘APP Board
Acceptance Date for Building’. Format MM/DD/YYYY.
2.2.6.3.4 Building Characteristics Screen (part 2)
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Inventory and Condition of Schools (ICOS) User Manual
−
Enter a Yes or No for the ‘Historic Status’ fields.
2.2.6.3.5 Building Characteristics Screen (part 3)
−
Enter any additional comments or notes in the ‘Additional Building
Characteristics/Comments’ field.
−
To save the changes, click the
button or on the
button in the upper
right-hand corner and the changes are saved and the pop up window closes.
 (Optional) Edit the Year Built for the building (must be a date in the past). - This field
is required
 (Optional) Edit the District Assigned Area.
 (Optional) Edit the District Assigned Area Use(s) from the drop down box. Select all
that apply for that area of the building. - This field is required –
 (Optional) Edit the Gross Building Sq Ft for the area. - This field is required –
 (Optional) Edit the Gross Instructional Sq Ft.
 OSPI can only edit this field - SCAP Recognized Sq Ft.
 (Optional) Edit the Area Original Occupancy Date for the building area.
 (Optional) Edit the Area Original Board Acceptance Date for the building area.
 To add an additional area to the building, click the
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Inventory and Condition of Schools (ICOS) User Manual
 To delete an Area Use row, click into any of the fields of the row to delete, then click
the

button.
A Delete Confirmation message pops up asking if you are sure you want to delete the
area use row.
−
If you click ‘Yes’, then the area use row is removed from the building.
−
If you click ‘No’, then the area use row is not deleted and remains in the building
list.
 To save the changes, including the changes made in the building Characteristics
button in the Add Building screen. If any of the above
screen click the
required fields are blank, a pop up message will display telling you which fields need
to be entered before you can save.
 To close the Edit Building screen, click the
or the
button in the Add Building screen
button on the accordion to close the Add Facility screen.
Upload Building Area Analysis
 To upload the Building Area Analysis, click the
button. The Add/View
Files window opens.
−
Include the name of the building in the original file name to distinguish the different
Building Area Analysis for the Facility, i.e., Building Area Analysis – Main Building.
The system will not allow duplicate file names to be uploaded. Each file for the
Facility must have a unique File Name.
 In the pop up ‘Add/View Files’ window, click the
−
button.
In the pop up ‘Select a file to Upload’ window, click the
button and select
file.

In the ‘Select a file to Upload’ window, select a Document Type: Building Area
Analysis.

Click

In the ‘Add/View Files’ window, the file is displayed.

Click
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in the ‘Select a file to Upload’ window.
.
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Inventory and Condition of Schools (ICOS) User Manual
 To delete a file, right-click on the file to delete.

A delete confirmation message pops up asking if you are sure you want to delete the
file.
−
If you click ‘Yes’, then the file is removed from the Building.
−
If you click ‘No’, then the file is not deleted and remains in the Building list
 To close the ‘Add/View Files’ window, click
button.
 To view/print the Building Area Analysis, in the Add/View File pop up window, click on
the File Name of the document you want to view/print.
 Click Yes, when a message asks if you want to allow the file to open.
 To print the file when it has opened, click the
click on the
button on the toolbar, then
button or go to File>Print on the toolbar.
 To close the window, click on the
button in the upper right-hand corner to close
the window.
 To save the data, click the
button in the Add Building screen, to save the
changes, including the changes made in the Building Characteristics screen. If any of
the above required fields are blank, a pop up message will display telling you which
fields need to be entered.
 To close, click the
button in the Add Building screen or the
button on the
accordion to close the Add Facility screen.
Note: The system will not allow duplicate file names to be uploaded for a Facility. Each file for
the Facility must have a unique File Name.
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2.2.7 Site Condition Information
2.2.7.1
View Site Condition Summary
The Site Condition Summary screen displays the rating status of the Sub-Assemblies for the
Site, including the rollup condition ratings for each Sub-Assembly and the Site combined
condition rating. This is a read-only screen and no changes can be made.
 To open the Site Condition Summary screen, click directly on Site under the Condition
folder for the Facility. If you do not see Site, you may need to click on the small gray
expander triangle
next to the Facility to expand the tree to display Inventory and
Condition folders. Then click on the gray expander triangle
next to Condition to
display Site and Building.
2.2.7.1.1 Site Condition Summary Screen
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Inventory and Condition of Schools (ICOS) User Manual
Add/View Files
 To add Site Condition documents, click the
button.
Note: The system will not allow duplicate file names to be uploaded for the Facility Site
Condition section. Each file for the section must have a unique File Name.
 In the pop up ‘Add/View Files’ window, click the
−
button.
In the pop up ‘Select a file to Upload’ window, click the
button and select
file.

In the ‘Select a file to Upload’ window, select a Document Type from the drop
down list. “Other” will probably be the choice for this section.

Click

In the ‘Add/View Files’ window, the file is displayed.

To save, click the
in the ‘Select a file to Upload’ window.
button.
 To delete a file, right-click on the file to delete.

A delete confirmation message pops up asking if you are sure you want to delete the
file.
−
If you click ‘Yes’, then the file is removed from the Site Condition.
−
If you click ‘No’, then the file is not deleted and remains in the Site Condition list
 To close the ‘Add/View Files’ window, click the
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Inventory and Condition of Schools (ICOS) User Manual
2.2.7.2
Edit Site Condition
The Site Condition Edit screen is where the Sub-Assembly components are rated. Once all
of the components for all Sub-Assemblies for the Facility are rated, then the Site Combined
Condition Rating appears in the Site Condition Summary screen.
 There are two ways to navigate to the Edit Site Condition screen:
1. Click on the Sub-Assembly button in the Site Condition Summary screen that you
want to edit.

The Sub-Assembly you selected to edit is automatically populated in the Site SubAssembly field.
2. Click on the Edit tab in the Site Condition Summary screen.

Select the desired Site Sub-Assembly that you want to edit from the drop down
box.
2.2.7.2.1 View Site Condition Summary Screen
 The Site Sub-Assembly can be changed at any time to another by selecting a SubAssembly from the drop down box, or clicking on one of the Sub-Assembly buttons.
−
The components in the Component Name column will change depending on the Site
Sub-Assembly selected.
 For each Component Name, complete the following:
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Inventory and Condition of Schools (ICOS) User Manual
−
Enter the Unit of Measure, this is required if Quantity or Estimated Size has a value.
−
Enter the Quantity or Estimated Size, this is required if a Unit of Measure has been
selected for the component.
 To rate the Component, click the
button.
2.2.7.2.2 Add Component Rating Screen
−
The Rate screen pops up with five rating levels. Click on one ratings for the
Component. If the chosen rating is “Poor” or “Unsatisfactory”, a pop up message will
appear saying that at least one Deficiency and one Cause must be chosen and the
button will turn red. Once the Deficiencies and Causes have
.
been chosen, the button will turn green
−
Click
−
If you want to close the pop up screen, click on the
.
button in the upper right-hand
corner of the pop up screen.
− Once a component has been rated, the
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Inventory and Condition of Schools (ICOS) User Manual
2.2.7.2.3 Add Component Deficiencies and Causes Screen
 To Add Deficiencies and Causes to a Component, click the
−
Select the related Deficiences for the component rating.
−
Select the related Causes for the component rating.
−
(Optional) Enter Additional Comments.
−
(Optional) Enter Location Comments.
−
(Optional) Enter Defeiciency Comments.
−
(Optional) Enter Corrective Actions.
−
Click the
or the
button.
in the upper right-hand corner of the screen.
 Repeat the above steps for all Components for all Sub-Assemblies.
 To save the Site Condition information, click the
button in the Edit Site Condition
sceen. If any of the above required fields are blank, a pop up message will display telling you
which fields need to be entered.
 To close the Site Condition screen, click the
screen or the
button in the Edit Site Condition
button on the accordion.
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Inventory and Condition of Schools (ICOS) User Manual
2.2.8
Building Condition Information
2.2.8.1
View Building Condition Summary
 To open the Building Condition Summary screen, click directly on Building under the
Condition folder for the Facility. If you do not see Building, you may need to click on
the small gray expander triangle
next to the Facility to expand the tree to display
Inventory and Condition folders. Then click on the gray expander triangle
next to
Condition to display Site and Building.
 If no buildings have been created in ICOS for the Facility, then the Building Condition
Summary will not display any buildings. You must first add a new building to add the
inventory information. See Section 2.2.6.2 to Add Building.
2.2.8.1.1 View Building Condition Screen
Add/View Files
 To add Site Condition documents, click the
button.
Note: The system will not allow duplicate file names to be uploaded for the Facility
Building Condition section. Each file for the section must have a unique File Name.
 In the pop up ‘Add/View Files’ window, click the
−
button.
In the pop up ‘Select a file to Upload’ window, click the
button and select
file.

In the ‘Select a file to Upload’ window, select a Document Type from the drop
down list. “Other” will probably be the choice for this section.

Click
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in the ‘Select a file to Upload’ window.
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Inventory and Condition of Schools (ICOS) User Manual

In the ‘Add/View Files’ window, the file is displayed.

Click
.
 To delete a file, right-click on the file to delete.

A delete confirmation message pops up asking if you are sure you want to delete the
file.
−
If you click ‘Yes’, then the file is removed from the Building Condition.
−
If you click ‘No’, then the file is not deleted and remains in the Building Condition
list.
 To close the ‘Add/View Files’ window, click the
2.2.8.2
button.
Edit Building Condition
The Edit Building Condition screen is where the Sub-Assembly components are rated. Once all
of the components for all Sub-Assemblies for the Facility are rated, then the Building Combined
Condition Rating appears in the Building Condition Summary.
2.2.8.2.1 Edit Building Condition Screen
 Click on the Edit Site Condition screen is where the Sub-Assembly components are rated.
Once all of the components for all Sub-Assemblies for the Facility are rated, then the Site
Combined Condition Rating appears in the Site Condition Summary.
 There are two ways to navigate to the Edit Site Condition screen:
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Inventory and Condition of Schools (ICOS) User Manual
1. Click on the Sub-Assembly button in the Site Condition Summary screen that you
want to edit.

The Sub-Assembly you selected to edit is automatically populated in the Site SubAssembly field.
2. Click on the Edit tab in the Site Condition Summary screen.

Select the desired Site Sub-Assembly that you want to edit from the drop down
box.
 The Site Sub-Assembly can be changed at any time to another by selecting a SubAssembly from the drop down box, or clicking on one of the Sub-Assembly buttons.
−
The components in the Component Name column will change depending on the Site
Sub-Assembly selected.
 For each Component Name, complete the following:
−
Enter the Unit of Measure, this is required if Quantity has a value.
−
Enter the Quantity for the Component.
−
Enter the Estimated Size, if applicable, for the Component
 Repeat the above steps for each Component.
 To rate the Component, click the
button.
2.2.8.2.2 Add Component Rating Screen
−
The Rate screen pops up with five rating levels. Click on one ratings for the
Component. If the chosen rating is “Poor” or “Unsatisfactory”, a pop up message will
appear saying that at least one Deficiency and one Cause must be chosen and the
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Inventory and Condition of Schools (ICOS) User Manual
button will turn red. Once the Deficiencies and Causes have
.
been chosen, the button will turn green
−
Click
−
If you want to close the pop up screen, click on the
.
button in the upper right-hand
corner of the pop up screen.
− Once a component has been rated, the
button turns green.
 To Add Deficiencies and Causes to a Component, click the
button.
2.2.8.2.3 Add Deficiencies and Causes Screen
 To Add Deficiencies and Causes to a Component, click the
−
Select the related Deficiences for the component rating.
−
Select the related Causes for the component rating.
−
(Optional) Enter Additional Comments.
−
(Optional) Enter Location Comments.
−
(Optional) Enter Defeiciency Comments.
−
(Optional) Enter Corrective Actions.
−
Click the
or the
OSPI School Facilities & Organization
button.
in the upper right-hand corner of the screen.
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Inventory and Condition of Schools (ICOS) User Manual
 Repeat the above steps for all Components for all Sub-Assemblies.
 To save the Building Condition information, click the
button in the Edit Building
Condition sceen. If any of the above required fields are blank, a pop up message will display
telling you which fields need to be entered.
 To close the Building Condition screen, click the
Condition screen or the
button in the Edit Building
button on the accordion.
2.2.9 Energy Management Information
The Energy Management screen is used to document the yearly Facility energy benchmark
scores.
This screen has not been developed yet.
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2.2.10 FEMA Pre-Disaster Mitigation Information
The FEMA Pre-Disaster Mitigation screen is where the Facility documents each of its building’s
pre-disaster mitigation data.
2.2.10.1 FEMA Pre-Disaster Mitigation Screen
2.2.10.1
Add Pre-Disaster Mitigation Data
 Select a Facility from the left hand tree view.
 Select a Building from the drop down menu in the main screen.
−
Select an Earthquake Building Type from the drop down menu.
−
Select an Earthquake Design Level from the drop down menu.
−
Select an Earthquake Foundation Type from the drop down menu.
−
Select the Building Landslide Susceptibility from the drop down menu.
−
Select the Soil Type from the drop down menu.
−
Select the Flood Building Type from the drop down menu.
−
Select the Flood Design Level from the drop down menu.
−
Select the Flood Protection Return Period / Yrs from the drop down menu.
−
Select the Flood Foundation Type from the drop down menu.
−
Enter the Water Table Depth / Meters. Numbers only.
−
Select the Backup Power from the drop down menu.
−
Select the Facility Class from the drop down menu.
−
Select the Kitchen in Building answer from the drop down menu.
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Inventory and Condition of Schools (ICOS) User Manual
−
Enter the number of beds the Building can accommodate. Numbers only.
 To save, click the
button.
 To close the Pre-Disaster Mitigation screen, click the
2.2.10.2
button.
Copy Pre-Disaster Mitigation Data to Another Building
 Within another Facility Building with completed and saved data, click the Copy Data to
Another Building button.
 In the pop up ‘Copy Data to the Selected Building window, select the Building you want to
add the copied data, and then click OK.
 Follow the steps above to enter the non-copied fields.
 To save, click the
button.
 To close the Pre-Disaster Mitigation screen, click the
2.2.10.3
button.
Edit Pre-Disaster Mitigation Data
 Select a Facility from the left hand tree view.
 Select a Building from the drop down menu in the main screen.
 Make changes as needed.
 To save, click the
button.
 To close the Pre-Disaster Mitigation screen, click the
2.2.10.4
button.
Add/View Files
 To add Pre-Disaster Mitigation documents, click the
button.
Note: The system will not allow duplicate file names to be uploaded for the FEMA PreDisaster Mitigation section. Each file for the section must have a unique File Name.
 In the pop up ‘Add/View Files’ window, click the
−
button.
In the pop up ‘Select a file to Upload’ window, click the
button and select
file.

In the ‘Select a file to Upload’ window, select a Document Type from the drop
down list. “Other” will probably be the choice for this section.


Click
in the ‘Select a file to Upload’ window.
In the ‘Add/View Files’ window, the file is displayed.

Click
.
 To delete a file, right-click on the file to delete.
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Inventory and Condition of Schools (ICOS) User Manual

A delete confirmation message pops up asking if you are sure you want to delete the
file.
−
If you click ‘Yes’, then the file is removed from the Building PDM list.
−
If you click ‘No’, then the file is not deleted and remains in the Building PDM list.
 To close the ‘Add/View Files’ window, click the
2.2.11
button.
Asset Preservation Program (APP) Information
The Asset Preservation Program screen is used for District who have Facility Buildings that are
participants in the Asset Preservation Program. NOTE: In order for the Facility and Building to
appear in the APP screen, they must be approved in the system by your OSPI Regional
Coordinator (RC). (Please contact your RC if you have any questions.)
2.2.11.1 Asset Preservation Program Screen
2.2.11.1
Edit/Add APP Data
 To view the APP Summary information for a District.
−
Enter in the Board Meeting Date When Report Was Presented.
 To save the data, click the
button.
 To close the APP Summary screen, click on the
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button.
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Inventory and Condition of Schools (ICOS) User Manual
2.2.11.2
Upload APP Files
 Include the name of the Facility and Building in the original file name to distinguish the
different files for the District, i.e., APP Board Resolution – Blaine Elementary - Main
Building. The system will not allow duplicate file names to be uploaded. Each file must
have a unique File Name. Note: The system will not allow duplicate file names to be
uploaded for the APP section. Each file for the section must have a unique File Name.
 To upload the APP Board Resolution, click on the
button. The Add/View
Files screen opens. Note: The APP Board Resolution button will always display on the
screen. If APP Board Resolution has been uploaded for a building, then the Board
Resolution Completed check box will be checked as completed.
−
In the pop up ‘Add/View Files’ window, click the
−
In the pop up ‘Select a file to Upload’ window, click the

button
button and select file.
In the ‘Select a file to Upload’ window, select “APP Board Resolution” from the
Document Type drop down list.

−
Click
in the ‘Select a file to Upload’ window.
In the ‘Add/View Files’ window, the file is displayed.

Click
.
 To upload the 6-Year Certification Letter, click on the
button. The
Add/View Files screen opens. Note: The 6-Year Certification Letter button will only
appear on the screen if the District has an APP building that is in year 6, 12, 18, 24, or 30.
If there are no buildings in those APP years, then the button will not be displayed.
−
In the pop up ‘Add/View Files’ window, click the
−
In the pop up ‘Select a file to Upload’ window, click the

button
button and select file.
In the ‘Select a file to Upload’ window, select “APP 6-Year Certification Letter”
from the Document Type drop down list.

Click
in the ‘Select a file to Upload’ window.
 In the ‘Add/View Files’ window, the file is displayed.

Click
.
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Inventory and Condition of Schools (ICOS) User Manual
 To upload the APS Certification Letter, click on the
button. The Add/View
Files screen opens. Note: The APS Certification Letter button will only appear on the
screen if there are APP buildings in the District without an uploaded APS Certification
Letter. If all District APP buildings have it uploaded, then the APS Certification Letter
Completed check box will be checked, and the APS Certification Letter button will not be
displayed.
−
In the pop up ‘Add/View Files’ window, click the
−
In the pop up ‘Select a file to Upload’ window, click the

button
button and select file.
In the ‘Select a file to Upload’ window, select “APP Certification Letter” from the
Document Type drop down list.

Click
in the ‘Select a file to Upload’ window.
 In the ‘Add/View Files’ window, the file is displayed.

Click
.
 To delete a file, right-click on the file to delete.

A delete confirmation message pops up asking if you are sure you want to delete the
file.
−
If you click ‘Yes’, then the file is removed from the Building APP list.
−
If you click ‘No’, then the file is not deleted and remains in the Building APP list.
 To close the ‘Add/View Files’ window, click the
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button.
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Inventory and Condition of Schools (ICOS) User Manual
2.2.12
Washington Sustainable Schools Protocol (WSSP)
The Washington Sustainable Schools Protocol screen is used to track the Facility data for those
Facilities involved in the WSSP program.
2.2.12.1 Washington Sustainable Schools Protocol Screen
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Inventory and Condition of Schools (ICOS) User Manual
2.2.12.1
Edit/Add WSSP Data
 Select a Facility from the ‘Choose a Facility’ drop down menu.
 Enter the ‘Design Capacity’ for the Facility.
 Select the reporting year from the ‘Choose a Reporting School Year’ drop down menu.
 Select the School Construction Assistance Program project from the ‘Choose a Project’
drop down menu.
 Check the box if the annual report data is less than the total SCAP Recognized Sq Ft for
the facility.
 Enter the total square feet for the WSSP area in the ‘Enter the WSSP Area in Sq Ft’ field.
 Type in a description of the significant differences between the WSSP area and the whole
facility energy characteristics, if you are reporting on the whole facility area instead of only
the WSSP area.
 Enter in the ‘Number of Months the Facility is used per School Year’.
 Check the box if the Facility is normally open on weekends.
 Enter the Average Weekly Hours the Facility has school activities for the month range:
−
September through June
−
July through August
 Enter the Average Weekly Hours the Facility has community activities for the month
range:
−
September through June
−
July through August
 Energy and Water Performance
−
Enter the ‘Energy Efficiency Goal’ percentage
−
Enter the ‘Water Efficiency Goal’ percentage.
−
 Energy Use Characteristics
−
Enter the percentage of the Facility that is heated in the ‘% Total Space – Heated’
field.
−
Enter the percentage of the Facility that has air-conditioning in the ‘% Total Space
– Cooled’ field.
−
Select the type of cooking there is on-site from the ‘Type of Cooking – On-Site’
drop down menu.
−
Enter the number of computers in the ‘# of Computers’ field.
−
Enter the number of walk-in freezers and refrigerators there at the ‘Facility in the #
of Walk-In Freezers/Refrigerators’ field.
−
If the Facility has a computer data center with servers then:
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Inventory and Condition of Schools (ICOS) User Manual

Enter the total square feet for the data center in the ‘Enter the Data Center
Total Sq Ft field’.

Enter the number of hours per week the data center is used in the ‘How
many Hr/Wk is Data Center in Use’ field.
−
Type any other high energy uses in the ‘Describe any other high energy uses, i.e.
kiln, special lab equipment’ field.
−
Check the ‘Building has a Pool’ box, if the Facility has a pool.
−
Check the ‘Pool Heated’ box, if the Facility has a heated pool.
−
Check the ‘Indoor Pool’ box, if the Facility has an indoor pool.
−
Select the size of the pool from the ‘Pool Size/Sq Ft’ drop down menu. The valid
values are:
−

Olympic (50 m x 25 m)

Recreational (20 yds x 15 yds)

Short Course (25 yds x 20 yds)
Enter the number of months the pool is used per year in the ‘# Months Used/Year’
field.
 Water Use Characteristics
−
Enter the total square feet for the ‘Area Served for Indoor Domestic Water’ field.
−
Enter the total square feet for the ‘Area Served for Irrigation in 1,000s of Sq Ft’ field.
−
Type any other potable water uses in the ‘Describe any other potable water uses’
field.
−
Type any other non-potable water uses in the ‘Describe any other non-potable water
uses’ field.
−
Type any other non-potable water sources in the ‘Describe any other non-potable
water sources’ field.
 To save the data, click
to save the data.
 To close the WSSP screen, click the
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button.
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Inventory and Condition of Schools (ICOS) User Manual
2.2.12.2
Add/View Files
 To add WSSP documents, click the
button.
Note: The system will not allow duplicate file names to be uploaded for the WSSP
section. Each file for the section must have a unique File Name.
 In the pop up ‘Add/View Files’ window, click the
−
button.
In the pop up ‘Select a file to Upload’ window, click the
button and select
file.

In the ‘Select a file to Upload’ window, select a Document Type from the drop
down list. “Other” will probably be the choice for this section.

Click
in the ‘Select a file to Upload’ window.
 In the ‘Add/View Files’ window, the file is displayed.

Click
.
 To delete a file, right-click on the file to delete.

A delete confirmation message pops up asking if you are sure you want to delete the
file.
−
If you click ‘Yes’, then the file is removed from the WSSP Facility.
−
If you click ‘No’, then the file is not deleted and remains in the WSSP Facility list.
 To close the ‘Add/View Files’ window, click the
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button.
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Inventory and Condition of Schools (ICOS) User Manual
2.3
Reports
 The ICOS reports are created to display data regarding District, Facility and Building
inventory and condition; School Construction Assistance Program; Sub-Assembly/
Component totals; Washington Sustainable Schools Protocol; Energy Management and
other lookup data.
 The first screen displayed in the Reports section is the User Selection screen where the
user selects the report to view.
2.3.1 Report User-Selection Screen
2.3.2 Report User-Selection – Choose Report Screen
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Inventory and Condition of Schools (ICOS) User Manual
 Once a report has been chosen, additional fields appear for the user to enter the specific
criteria for the report.
−
(Optional) Click the Show Legislative Districts check box, if applicable to report.
−
(Optional) Click the Show Congressional District check box, if applicable to report.
2.3.3 Report Specific User-Selection Screen
 To view the report with the user-selected criteria, click Run Report.
 The Report Viewer opens in a separate window with the report data.
2.3.4 Report Sample Screen
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Navigate Report Pages
 The toolbar in the Report Viewer has four buttons:
go to first page, go back one page, go forward one page, go to last page.
Resize Report Viewer
 The page size drop down list allows the user to resize the view of the report.
Find
 To find a specific word or number, type the search criteria into the Find window
 Click Find.
 To find the next occurance of the search, click Next.
Download/Export Report
 To download the report, click in the Select a Format drop down list, and select the file
format you wish to export the data, i.e., Microsoft Word, Excel, Comma Delimited.
 After selecting a print format, click the Export button.
 In the File Download pop up box it asks if you wish to save or open the file.
−
If you click Open, then the report will open in the format chosen.
−
If you click Save, the Save As window will appear for you to select the location to save
the report in the format chosen.
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Inventory and Condition of Schools (ICOS) User Manual
Refresh/Rerun Report
 To refresh or rerun the same report, click the Refresh button.
Print Report
 To print the report, click the small printer icon.
2.4
District Contacts
2.4.1
Create Contact
 Click the
button.
 In the Add Person pop up window, type the First Name and Last Name of the new contact
in their respective fields.
−
If there is already a contact with that name in the system, the records will appear in
the grid below the name fields.
2.4.1.1 Add Contact Search Screen

If the person(s) listed is not the same person you are creating, then click
to create a new contact record.

If your contact is listed, then click that contact row in the grid and click
edit the contact data. Go to Section 2.4.3.

If you decide not to edit or add a contact, click the
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to
button.
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Inventory and Condition of Schools (ICOS) User Manual
−
In the Create contact screen, do the following:
2.4.1.2 Create New Contact Screen

Click the
o

button.
In the Add Contact Type Detail window, enter the related data for the contact.
Note: At least one Contact Type is required to save the contact.
Click the
button.
o
In the Add Phone Detail window, enter the data for each field.
o
Check the ‘Is Primary’ check box to make it the main phone number. Note:
Only one phone record can be designated as primary, and must be checked at
the time of creating the record.
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Inventory and Condition of Schools (ICOS) User Manual


Click the
button.
o
In the pop up Add Email Detail window, enter the data for the contact.
o
Check the ‘Is Primary’ check box to make it the main email. Note: Only one
email record can be designated as primary, and must be checked at the time
of creating the record.
Click the
button.
o
In the pop up Add Address Detail window, enter the data for the contact.
o
Check the ‘Is Primary’ check box to make it the main address. Note: Only one
address record can be designated as primary, and must be checked at the
time of creating the record.
 Click the
button in the Create screen, if you do not want the contact to appear in
search results. For example, Bugs Bunny is the Business Manager for Blaine School
District. If he is set to Inactive, then a search by School District, Contact Type, First
Name or Last Name will not show Bugs Bunny in the results.
−
To reactive an In-Active contact, click the
button on the Edit screen, see
Section 2.4.3 below for more information.
 To save the data, click
to save the data.
 To close the Create screen, click the
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button.
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Inventory and Condition of Schools (ICOS) User Manual
2.4.2
Contact Search
2.4.2.1 Search Contact Screen
 To search for Active contacts, the Active Contact check box must be checked.
 To search for In-Active contacts, the Active Contact check box must be unchecked.
 Enter one or more of the following criteria to assist in your contact search:
−
School District
−
Contact Type
−
First Name
−
Last Name
−
Facility, only available if School District was chosen
 Click
button and the search results will display in the search result grid.
 Click on the contact row in the grid to view the contact details below the grid.
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Inventory and Condition of Schools (ICOS) User Manual
2.4.3
Edit Contact
Note: Only Facilities specific contacts can be edited. The Contact Types that cannot be edited
are Principal and Superintendent. If a contact is not editable, the Edit Contact button will be
grayed out.
2.4.3.1 Search Results Screen
 Search for the contact to edit by following the instructions above in Section 2.4.2.
 Click on the contact row that needs to be edited in the search results grid.
 Click
button. The Edit screen will open for the contact selected.
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Inventory and Condition of Schools (ICOS) User Manual
 In the Edit contact screen, enter your changes.
2.4.3.2 Edit Contact Screen
 To make a contact Active and searchable, click the
button in the upper right hand
corner of the screen.
 To make a contact In-Active and not display in searches, click the
button in the
upper right hand corner of the screen.
 The data entered in the screen cannot be edited directly. The record that needs to be
changed must first be deleted.
−
To delete a Contact Type, Phone Number, Email or Address, click on the
corresponding
button next to the record to delete.

A Delete Confirmation message pops up asking if you are sure you want to
delete the contact record.
−
If you click ‘Yes’, then the record is removed from the contact.
−
If you click ‘Cancel’, then the record is not deleted and remains in the contact
screen.
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Inventory and Condition of Schools (ICOS) User Manual
−
Click ‘Add’ next to the data section you want to add the edited or new information.
 To save the changes, click the
button.
 To close the Edit screen, click the
2.5
button.
Maps and Boundaries
 Click on the Maps and Boundaries button on the navigation tool bar.
 The School Facilities Information Portal opens with a map of Washington and all of its
School District boundaries outlined in red.
 Click on the Zoom bar on the left of the screen to focus in on your district.
 Click on the Map Layer icon on the tool bar to see other
 Click on the Map Legend icon on the tool bar to view the color definitions for the Map
Layers, if needed.
−
Select the check box for the layers you wish to view on the map.
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Inventory and Condition of Schools (ICOS) User Manual
 Click on the Help icon on the tool bar to get more instructions for the page.
 Click the OSPI icon in the lower right-hand corner to go to the ICOS Webpage.
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71
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