The step “Premises validation” focuses on:
The validation of the premises data already available in the platform and addition of missing premises
The access to this step is restricted and defined by access rights assigned to each role (see visual 14 for details):
The Premises validation focal point takes actions in respect of the premises only, namely: check and validate the existing premises data and add new premises.
The page provides the overview of all premises, projects, and initiatives in the country (visual 17). The details of each premises can be reviewed if the folded row is expanded.
There are three types of actions to be performed in this step, detailed in following pages:
- Validate the information for the existing premises
- Add new premises
To find premises to check and validate data for, the user can scroll down the list. The premises information can be verified by expanding the records for the selected premises .
Once the data is saved, the successfully validated entries will be marked with “check” symbol , absence of which will guide the Premises validation focal point in assessing the volume of remaining premises for validation.
Phase. For existing premises, this field is automatically set to “Premise” and cannot be modified.
City. Should be entered if the data in the field is missing or incorrect. This can be performed either through the selection of the relevant city from the drop-down list (visual 20), or manually entered if it is missing in the list. In this case, first mark the field “Cannot find your city” (visual 21).
Compound. A compound is made up of several buildings in an enclosed area. A compound housing several premises in different buildings on the compound is a Common Premises even if there is one UN entity per building.
If the premises is part of a compound, select it from the dropdown list. If the compound is not shown in the list, select the “Not found in the list?” check box and enter its name. The name should allow to uniquely identify the compound within the country. The newly added Compound will be added to the compound dropdown for following premises.
Premises name. Enter a premises name that should allow to uniquely identify the premises. Examples of names could be:
For Single Premises: [Organization] – [City] – [Office type]
For Common Premises: Common Premises - [CSM] – [Other main orgs] – [City]
Address. Should be entered if the data in the field is missing or incorrect. To add or to amend, type the address in the field on the first line with the magnifying glass and select the complete address on the dropdown. The address can also be changed or “cleaned” directly in the “Address” field (visual 22).
To adjust the accuracy of the office geo-location, click on “open map”, drag and drop the pin to the exact location (visual 23), which will automatically revise the data shown in the fields “Latitude” and “Longitude”. Selection on the map is mandatory for coordinates to appear.
Status. Indicate the current status of the premise/project/initiative.
An active premises is a premises under the management of the UN System regardless of UN staff occupying the building/compound or not. In case an active premises is not occupied by any staff, it should remain active in Step 2 and have zero current member of personnel in Step 3 of the CP platform.
A premises becomes inactive when it no longer falls under the management of the UN – For example when a building is returned to the proprietor.
Status details. Record dates and any information/reason associated to its status changes.
Occupation approval. Only appears if “Active” is selected under the “Status” field, it represents the formal validation of the premises information by the Premises validation focal point. .This approval does not mean that formal approval for occupation of this premises has been given by UNDSS.
Delete button. In case of wrong entry in the platform, please amend the content and save again. In case the premises is not used anymore, please select “inactive”. The “delete” button should only be used in case of premises/projects/initiatives added by mistake/ duplicates in the premises list.
Once all validation of pre-populated premises data is completed, the Premises validation focal point may add new premises into the country list clicking on “Add premises” (visual 24), for any existing premises missing from the list. Data to be entered is similar to the one entered for existing premises.
