COVA Trax Web Portal
In 2016, DGS replaced the dated IREMS real estate management software with COVA Trax, the agency’s new integrated workplace management system. COVA Trax is used to manage the Commonwealth's real estate portfolio and efficiently maintain its real estate records.
One benefit of COVA Trax is the ability to streamline the Commonwealth agencies’ annual real estate reporting requirements. The new COVA Trax Web Portal, which will be accessible to users on August 1, 2016, allows agencies to review and update their existing real estate records, and add new records directly into the COVA Trax Web Portal. This simplified system allows for more consistent and accurate reporting to the General Assembly, while also cutting down on everyone’s administrative duties.
Recognizing that the consolidation of real estate records into one database helps DGS better manage the Commonwealth’s real estate portfolio, the General Assembly has mandated through the Code of Virginia and the Appropriations Act chapters that agencies that possess, have under their control or lease, report certain information to DGS on an annual basis. DGS presents this information to the General Assembly as mandated by the Code of Virginia.
Land Use Plans (LUP)
The Code of Virginia Section § 2.2-1153 requires each department, agency and institution to submit to DGS a land use plan for state-owned property it possesses or has under its control showing present and planned uses of such property. The land use plan must include a recommendation on whether any property should be declared surplus by the controlling department, agency or institution. This information is due to DGS each year by September 1st.
Non-Administered Leases (NAL)
Section 4-8.01e.2 of the Appropriations Act requires each agency that controls leased property, where such leased property is not under the DGS lease administration program, to report to DGS on each leased facility. Specific data included in the report shall identify at a minimum, the number of square feet occupied, the number of employees and contractors working in the leased space, if applicable, and the cost of the lease. This information is due to DGS each year by October 1st.
In 2016, the General Assembly included in the Appropriations Act (Chapter 780, Item 80.B1g) language directing DGS, in consultation with other agencies, to evaluate the feasibility and cost-effectiveness of using inmate labor to assist in the demolition of vacant buildings on state property. DGS must develop a plan that includes an inventory of vacant buildings on properties owned by the Commonwealth that could be considered for demolition using inmate labor, and an estimated cost of demolition using inmate labor. DGS must report its findings by November 1, 2016. As a result, a question regarding the demolition of buildings was added to the land use plan reporting requirements this year.
Inmate Labor for Demolished Buildings
ACCESS TO THE WEB PORTAL
Those employees of Commonwealth agencies, who previously were responsible for submitting annual reports for Land Use Plans and Non-Administered Leases to DGS, will be given access to the new COVA Trax Web Portal. If someone else in your agency needs access, please send the request to DGS at DRESemail@example.com.
Link to the COVA Trax Web Portal:
DGS appreciates your agency using the COVA Trax Web Portal to submit your required annual report(s) by the following deadlines:
Web Portal Training/Questions
• Land Use Plans: Wednesday, August 31, 2016
• Non-Administered Leases: Friday, September 30, 2016
We realize new systems can be intimidating and we want to make this change is as easy as possible. We will provide you with many ways for your questions to be answered.
The following tools can provide additional help in using the new COVA Trax Web Portal:
Online Videos: View the COVA Trax Web Portal training videos at: https://eva.virginia.gov/COVATrax/index.html
User Guide: View or download a PDF file containing instructions for both Land Use Plans and Non-Administered Leases.
Webinars: Tune in to a training webinar where DGS staff can answer your questions:
LUP: Wednesday, August 17, 2016 at 10:00 a.m.
Click HERE to register no later than 5:00 p.m. Friday, August 12, 2016
NAL: Wednesday, September 14, 2016 at 10:00 a.m.
Click HERE to register no later than 5:00 p.m. Friday, September 9, 2016
Hotline Day: Call (804) 371-7200 on the following dates/times to speak to a DGS staff member:
LUP: Wednesday, August 24, 2016 from 10:00 a.m. to 4:00 p.m.
NAL: Wednesday, September 21, 2016 from 10:00 a.m. to 4:00 p.m.
Email: At any time you may send your questions to DRESfirstname.lastname@example.org
Call: You may leave DGS staff a voicemail message at (804) 371-7200 from August 1, 2016 through September 30, 2016. We will return your call within 24 hours.