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Facilities Information Tools

for Campus Space Management

Facilities Information Management – Space

The Facilities Information Management (FIM) system is designed to help university leadership make strategic facilities and real estate decisions using improved business solutions that best serve the university and its constituents.

Fall 2019 Space Information Review

All campus space managers and their designated staff are expected to update department and space class information in the FIM Space system to support accurate UCOP reporting requirements. See instructions for the Fall 2019 Space Information Review due November 15. If you need help, register for UC Learning Center classes (search for “FIM Space Information Review” under the “Find a Course” tab).

Using FIM Space

All campus space managers and their designated staff are expected to record and maintain occupancy/vacancy/utilization information in the FIM Space system to support biannual space information review requirements.

FIM Community of Practice

Campus space managers and planners share tricks, lessons learned, new features and ideas on how best to support their teams. This Community of Practice is a great place to get your questions answered and see real examples of how to use various FI functionality.

  • Zoom Meetings: First Tuesday of every month at 2 p.m.
  • Meeting notes and recordings: Access on OneDrive with your UC San Diego account
  • Subscribe to our mailing list: FIM-Community-l@ucsd.edu
  • Give feecback: rmpfeedback@ucsd.edu

FIM Space Training

Onsite and Remote In-Person Training

We’ll work with you to ensure that you have the support you need.

  • Register for classes to help you complete the November 15 space review in the new FIM system. Login to the UC Learning Center and search for “FIM Space Information Review” under the “Find a Course” tab.
  • We can train area space managers in person (groups of 5–8 preferred). To schedule a visit, contact Sharon Smith, (858) 534-6515.

eLearning Videos

UC San Diego One Drive account is required to access these video files. To view videos:

  • Click on the training video link.
  • Sign-in using your UC San Diego email address and AD password.
  • Click play at the bottom of the screen.
  1. Home Portal (10 minutes) – Basic navigation and the home portal
    1. Frequently Used Reports (3 minutes)
  2. Application Navigation (11 minutes) – Application, icons, bookmarks, hyperlinks and related reports
  3. Portfolio Portal (12 minutes) – Foundation data, such as buildings, floors, location, spaces and others
  4. Space Portal (10 minutes) – Provides several applications that Space Managers and Space Planners use (spaces, create new move requests, schedule moves, etc.)
    1. Space Classes (2 minutes) – Using Space Classes to determine space type
    2. Space Floor Plans (3 minutes) – Allows end users to see floor and space allocation layouts
    3. Space Manager People Assignment (5 minutes) – Using People Assignment
    4. Space Manager Department Allocation (5 minutes) – Using Department Allocation
    5. Moves (5 minutes) – Using Move request for individuals and resources
    6. Group Move (8 minutes) – Using Group Move request for groups and resources
    7. Space Use Agreement (8 minutes) – Time-bound agreement between two or more departments sharing space
  5. Cluster Portal (2 minutes) – A cluster represents any group that we want to allocate space to that is not a department e.g. research labs, shops, and shared resources.
    1. Working with Clusters (4 minutes) – Creating, modifying, retiring and deleting clusters
  6. Reports Portal (3 minutes) – Using My Reports to create and copy available system reports
    1. My Reports and Community Tabs (2 minutes) – Using common Community Tab system reports
    2. Creating Report (8 minutes)
    3. Reports Modification (4 minutes) – How to modify a report
    4. Exporting and Printing (3 minutes) – How to export a report to PDF and Microsoft Excel formats and print

Supporting Materials

Guides to help you use FIM Space

Presentations from instructor-led training held in April and May 2019

FIM System Content

Campus Context

  • FIM Space is one of several purpose-built Enterprise System Renewal (ESR) projects intended to curate domain-specific information.
  • The new Campus Data Warehouse is in development and is intended to consist of several “Activity Hubs” that will house information provided by domain-specific applications.
  • Once these Activity Hubs are deployed, campus users trained in tools, such as Cognos and Tableau, will be able to connect well-structured information within and between hubs.

Trained users can access the FIM Space system for:

  • Building space inventories
  • Department space inventories
  • PI information
  • People/Contact information
  • Highlighted floor plans
  • Move management
  • Room/Space editing

Possible future enhancements include:

  • Facilities Activity Hub
  • Key management
  • Provisioning
  • Mapping and GIS integration
  • Making research infrastructure visible in rooms (sinks, fume hoods, gas, hot/chilled water, etc.)

Other Facilities Information Resources

Facilities Information System

The Facilities Information System (FIS) contains project and technical drawings. Request FIS access or help.

FIS Content

  • Campus CAD maps (Targeted for retirement; data may not be current.)
  • Project drawings
    • Technical As-Built/Record drawings (PDF)
    • Space management CAD library (download as .dwg, PDF)
  • Classroom attributes (media services support)
  • OSHPD information

Interactive Campus Map

UC San Diego's Visitor Map also features live shuttle information. Campus Planning is exploring and developing a GIS framework.

If you have questions about the visitor map, contact Diana Henderson, (858) 246-5756.

FIM Space Management Steering Group

  • VC Academic Affairs and VC Research: Tara Cameron, Director of Space Planning
  • VC Resource Management & Planning:
    • Robert Clossin, Director Campus Planning
    • Edward Polk, Principal Space Planner
    • Cristy Winter, Associate Director Capital Planning
  • UC San Diego Health: Mike Dayton, Sr. Director Facilities Planning & Management
  • VC Marine Sciences: Ken Hall, Director of Facilities Operations and Planning
  • VC Student Affairs: John Hughes, Sr. Director of Finance Facilities and Operations
  • VC and CFO:
    • Ted Johnson, BFS Associate Controller and Chief Procurement Officer
    • Patrick Hochstein, Director of Facilities and Building Services. Housing•Dining•Hospitality
    • Nilo Mia, Executive Director. BFS Controller
  • Chancellor’s Office and VC Advancement: Mercedes Munoz, Executive Director & Campus Treasurer
  • VC Health Sciences: Jeff Kaplan, Sr. Director Planning and Space Management

Questions:

For more information about these tools, contact Kirk Belles, (858) 534-1035.