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Facilities Information Management for Space Management and Real Estate

We all need the space to live, work and grow. At UC San Diego, utilizing and managing those spaces is critical to our success and continued growth.

The Facilities Information Management (FIM) system, powered by IBM TRIRIGA software, is designed to help university leadership make strategic real estate and facilities decisions using improved business solutions that best serve the university and its constituents. The FIM Space Management project is one of a suite of Enterprise System Renewal projects.

Trained users can access the FIM Space Management system.

FIM Space User Training

Plans for additional hands-on and refresher training for FIM Space users in each Vice Chancellor area are underway. We will post details here when they are available. Recorded FIM Space training sessions will be available on the UC San Diego Learning Management System (LMS). Additional support content will be available soon. The FIM eCourse will be available by August 2019.

In-Person Training Materials (UC San Diego One Drive account required)

FIM Space User Help

FIM Space will have an increased level of support following go live. Super Users, individuals identified by the project team, will also be assisting new users to help resolve issues. Support levels will decrease as we meet user needs.

If you have questions or need help using FIM Space, please use the IT Service Hub to request assistance.

FIM Space Implementation

The May 2019 FIM Space release focuses on creating a solid foundation to support the new data model, within space management and its related campus systems. The campus can expect the following:

  • Enhanced support, following go-live (as noted above)
  • Remediation for UI, data and other possible defects
  • Partial shuttering of FIS
  • Customization of space management reports

Possible future enhancements include:

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

FIM Space Management Goals

To improve data management and analysis tools for our campus spaces, the FIM Space Management project seeks to:

  • Provide analysis for movement across Vice Chancellor areas while considering strategic campus space needs, the Long Range Development Plan and logistical effects of ongoing projects
  • Balance challenges and opportunities to manage campus space effectively, through better decision making to maximize utilization of current and future space resources
  • Improve space planning and information management by leveraging technology, using automation and aligning space management tools with campus systems
  • Reduce energy expenditures, automate workflows and standardize processes

Learn more about the ESR FIM Space Management Project.

Elements of Space Management

Campus Planning is using the FIM Space Management implementation to improve how we use and manage campus space information. Process changes include more flexible floor plan reporting, graphic reports and expanded space data models.

Annual Inventory

The FIM Space tool will allow reporting of space data as a snapshot after the third week of fall quarter. We encourage campus departments to prepare space allocations in advance and we will notify space management contacts accordingly. Occupancy and vacancy are not included in this annual report.

Space Moves

The FIM Space tool will allow the campus to document employee locations, pre-load future moves and allocate space for recruitments.

Floor Plans

Moe types of space information will be available to simplify floor plan reporting, which will be viewable in the system or as PDF downloads.

Clusters

A new standardized methodology better manages relationships and groupings between PI’s, teams and departments.

Research Neighborhoods

The FIM Space tool allows grouping of related departments by geographic zones, per campus request.

Administrative Space

  • Occupancy and utilization – The campus will be able to track and report on office occupancy.
  • Activity-based workplace – UC San Diego is adopting Gensler Study recommendations and adding a new analysis and space-coding element to better understand and manage office space.

New Space Class Codes

The campus is subdividing room use classifications into more precise and meaningful categories To improve understanding of space needs.

  • To be backwards-compatible with UC OP systems, classes are mapped to system wide Corporate Equipment and Facilities Assets (CEFA) definitions and California Postsecondary Educational Commission (CPEC) guidelines.
  • To be forward-compatible with UC OP efforts, classes are also mapped to the Integrated Capital Asset Management Program (ICAMP) space class definitions.
  • To support administrative space analysis, classes are mapped to activity-based workplace categories.

Direct and Indirect Allocation

The combination of direct and indirect allocations will account for all campus space, including non-assignable space.

  • Direct – Usually, the occupying and responsible departments are identical.
  • Indirect – in several cases, associating space when occupying and responsible departments differ can be beneficial:
    • Space Use Agreements – separate from lease agreements, non-contractual interdepartmental loans and assignments will be tracked and searchable
    • Hires and Recruits – individual seats and space “clusters” can be set aside and reserved for future individual candidates or teams.
    • Ancillary Space – space that is related, but not directly administered, usually non-assignable. For example, non-assignable Janitorial rooms will be associated with Facilities Management.

Campus Hierarchies – Locations and Organizations

  • Location Hierarchy – FIM Space will become the official source for campus location data.
  • Organization Hierarchy – The FIM Space team is working with the campus IT architect to understand and implement the new official campus organization hierarchy. If the new campus organization hierarchy is not completed by May 20, the team will use the existing FIS organization hierarchy and implement the new organization hierarchy when it is ready.
  • More structured naming – Department and building names will be limited to an official name and a short name.

FIM Space and FIS Differences

The FIS legacy system will remain functional until all registered FIM users receive system training and FIM implementation is complete. Then, the FIM team will address system dependencies.

FIM

All space management functions:

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

FIS

These FIS functions will remain until we identify and implement new solutions.

  • As-Built project set library (technical PDF sets)
  • CAD floor plan directory
  • Classroom attributes
  • Database underlying legacy FIS functions
  • All space data

FIM Real Estate

To provide better management and reporting functionality for leases and other real estate agreements for the university, the FIM Real Estate project:

  • Replaces the existing Real Estate Lease Management (RELM) system
  • Improves lease agreement management and invoicing
  • Improves reporting
  • Offers a portal to campus lease administrators
  • Improves 2020 GASB compliance

Learn more about the FIM Real Estate project.

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•Dinning•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.

UC San Diego Facilities Resources

Resource

Content

Type

Request Access

FIM - Space

Campus space information and management

Restricted

IT Service Hub Ticket

Facilities Information System

Technical project documentation (PDF, CAD)

Restricted

FIS Access Request

FIM - RE (Fall 2019)

Lease analysis and management

 

 

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