Instructions For Updating Departmental Space Inventories
Important Links
General Process
Below is a description of our process for updating the space inventory. In fall 2005, campus departments first used a web-based tool to complete space inventory. The campus used Bearingpoint E-space to complete the annual space inventory and to assign space attributes needed for the Federal Facilities and Administration (F&A) proposal (2005-06 base year). In fall 2006, a product named FacilitiesLink was implemented, building on experience from the previous year. The URL for UCDavis FacilitiesLink is http://facilitieslink.ucdavis.edu/. If you are a Space Coordinator and do not have a FacilitiesLink account, please apply for access.
Annually in the fall, the Office of Resource Management and Planning (ORMP) issues a call for fall the space inventory to Space Coordinators in each college, school, department, unit, or program. Space Coordinators are departmental representatives responsible for reviewing their current space inventory in FacilitiesLink for accuracy, making any necessary corrections to the existing occupied space, reassignment (transfer) of newly acquired space, and reassignment of space that is no longer occupied by the department. Changes to space inventory must be completed in FacilitiesLink before the fall deadline (late October).
Data from the space inventories are included with other campus information and are reported to the Office of the President (UCOP). From the Office of the President, this information is forwarded to the state legislature for use in budget documents and post-secondary education surveys. The official campus space inventory, from which square footage figures are cited in reports and surveys, is published on the ORMP web site in February after it has been reviewed and approved by the Office of the President. Square footage reported by FacilitiesLink are for interim use only and should not be cited in official campus documents.
Space Coordinator's Information
All information displayed by FacilitiesLink reflects the latest changes although the changes may be pending final approval by ORMP. This means that ORMP may be waiting for completion of architectural drawings to verify square footage changes or working on resolution of other related space issues. Space Coordinators should contact Keith Kanda (ktkanda@ucdavis.edu) for guidance before attempting to add rooms ("create new room") or remove rooms ("retire room") from the campus space inventory.
Glossary of Terms
To understand the data elements requiring review and correction, Space Coordinators should first read the Glossary of Terms very carefully. The Glossary includes definitions for all of the column-headings in the space inventory reports and the parameters for making corrections or changes to the data listed under those columns. The column-headings and definitions include: Program codes, Department names, CPEC Categories, Building Names and Capital Asset Account Numbers (CAAN), Room Numbers, Room Use Codes and Names, Assignable Square Feet, and Station Counts.
After the information in the glossary is reviewed, the Space Coordinators are ready to verify each room listed on their space inventory report. The review should begin by comparing the list of rooms on the space inventory to each room actually occupied by the department. The review should assure that: room numbers are correct, the room-use types are appropriate, the accompanying square footage seems correct, and finally that all space occupied by the department is noted on the report. If any of these elements are missing or incorrect, the Space Coordinator should make the corrections in FacilitiesLink before the fall deadline.
Special Request: Space that is no longer assigned to the department is typically reassigned to another department in FacilitiesLink. Please do not retire rooms or create new rooms without guidance from Keith Kanda (ktkanda@ucdavis.edu).
Other Useful Guides to Space Inventory Management
There are two additional tables presented on the ORMP web site that will help Space Coordinators with room-type review.
The Appendix B - Room Type Definitions (Adobe PDF file - 136KB) is a comprehensive catalog of room type definitions and accompanying numerical codes that are used to identify predominate room use within post secondary education. Since the document has approximately 80 pages and does not change from year-to-year, we suggest that departments download the document and print it for future reference.
The Room-Use Restriction Table offers a quick reference to room types that are assignable to only specific programs or activities. It also provides a guide for room types that require station counts.
Room-types are assigned according to predominant use, however, some room types are restricted to specific programs or activities. For example: certain room types are reserved for instruction and research programs, administrative functions, student housing, and health sciences. Under special circumstances, exceptions to restricted room types may be appropriate, but these requests must have prior ORMP approval. Space Coordinators should contact Keith Kanda at 752-2437 in the Office of Resource Management and Planning to request an exception.
Another feature of the Room-Use Restriction Table is the guide for reporting stations. Certain room types such as classrooms, laboratories, and conference rooms require the campus to report the number of seats in the room. This table provides a quick reference for which room-types require station counts.
Although once included, station counts are no longer required for offices, but are still required for conference rooms.
Fall Quarter - Bad Timing
Space Coordinators are asked to evaulate and update their space inventories early in the fall to support our annual fall submittal to UCOP. Generally, this needs to be completed near the end of October. We understand that the beginning of the fall quarter is a hectic time for campus departments to complete a comprehensive space review. Since we cannot change the date of the review because we are responding to a UC Office of the President deadline, we suggest that departments complete their comprehensive review at a more convenient time of year. In doing so, however, please keep-in-mind that rooms should be classified as they will be used during the fall quarter.
Please Keep In Touch
No Space Changes: If there are no changes in the departmental space inventory, nothing needs to be done.
Other questions or comments: Please contact Keith Kanda at (530) 752-2437 or ktkanda@ucdavis.edu with questions or comments about the space inventory changes or UCDavis FacilitiesLink.
Finally, departments are asked to help us keep our list of Space Coordinators current. Please send Space Coordinator changes to Keith Kanda at ktkanda@ucdavis.edu.
As always, thanks to all the departmental Space Coordinators for continuing to help assure that the campus space is accurately recorded.