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Facilities Information Management for Real Estate and Space Management

UC San Diego currently uses the Facilities Information System to organize campus space information and provide access to building information, space inventories and maps. To meet campus-wide business needs and improve access to and analysis of space information, the campus is transitioning to a new Facilities Information Management (FIM) system powered by IBM TRIRIGA software. The FIM Space Management project is one of a suite of Enterprise System Renewal projects.

FIM Space Management

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

  • Balance challenges and opportunities to manage campus space effectively
  • 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
  • Support decision making to maximize utilization of current and future space resources
  • Improve space planning and information management by leveraging technology and alignment with space management tools

Learn more about FIM Space Management Project.

User Training

Space Navigation and Content Training

Audience: This training is for UC San Diego space and data viewers, space managers, designated space planners and employees who are or will be involved in relocating people, allocating space or making space-related decisions. This session is a pre-requisite for the TRIRIGA Space Managers and Cluster and TRIRIGA Advanced Reporting training sessions.

  • Option 1:April 23, 8:30–10:30 a.m., Biomedical Sciences Building - Liebow Auditorium (capacity = 200)
  • Option 2:April 24, 8:30–10:30 a.m., Institute of the Americas - Hojel Hall (capacity = 200)
  • Register for Space Navigation and Content Training

Space Managers Training

Audience: This training is for UC San Diego space managers and designated space planners.

  • Option 1:April 30, 8:30–11:30 a.m., Biomedical Sciences Building - Liebow Auditorium (capacity = 200)
  • Option 2:May 1, 8:30–11:30 a.m., Institute of the Americas - Hojel Hall (capacity =  200)
  • Register for Space Managers Training

Advanced Reports Training

Audience: This training is for UC San Diego space and data viewers, space managers and designated space planners.

Note: If you have not completed the survey, please complete it now to ensure you can enroll in user training.

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.

FIS Legacy vs. FIM Space Functions

The FIS legacy system will remain functional until all registered FIM users receive system training. After Go-Live on May 20, functions will move or remain as indicated below.

Functions Moving to FIM Space

All space management functions:

  • Building space inventories
  • Department space inventories
  • Room/space editing
  • PI information
  • People/Contact information

Functions Remaining in FIS

These functions will remain in FIS until new solutions are identified and implemented.

  • As-Built project set library (technical PDF sets)
  • CAD floor plan directory
  • Classroom attributes

Space Data Warehouse (PostGRESQL space database)

The database underlying legacy FIS functions will remain until all FIS functions have been reconfigured. All space data will remain available in the FIS space database until FIM is fully implemented. Then, the FIM team will address system dependencies.

Role-Based Access and Licensing for May 2019 Release

The FIM Space team is assessing role-based licensing and creating users in the new system. If you need access, complete the FIM registration survey.

Licensing

  • Current Facilities Information System (FIS) users
  • Non-FIS users who are or will be involved in moves, space allocation or other space decision-making

System Roles

Unlike the legacy system, FacilitiesLink, FIM Space requires role-based accounts. The annual licensing fee is based on the number and type of users who access the system and the functions they use.

  • Viewer – Uses tabular and floor plan space information
  • Space Manager – Plans, analyzes and manages space and where people are located
  • Campus Space Planner – manages space from the enterprise perspective
  • System Administrator – manages system access
  • CAD support – involved in CAD production

FIM Space Functions for May 2019 Release and Beyond

The May 2019 FIM Space release focuses on:

  1. Migrating space management functions from the legacy Facilities Information System into the new FIM Space
  2. Creating a solid foundation to support the new data model

The FIM Space team will:

  • Turn off space data editing in the legacy FIS and new FIM Space system May 10–20, 2019. FIS view and download capability will remain available, but no data editing will be available.
  • Turn on space data editing for FIM Space on May 20, 2019. All data for buildings, spaces, departments, room uses, and contacts will be available for editing in FIM Space only.
  • Provide more service and support after May 20.

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.)

Become a Super User

The project team seeks people who will be working in the new FIM Space system and have knowledge about related business processes.

Super User Expectations

  • Each super user must:
  • Attend all scheduled training sessions (Navigation, Space Manager and Advanced Reporting)
  • Attend specific super user training scheduled for May 7 and 8, 2-4 p.m.
  • Become UC San Diego’s internal FIM Space system experts and transfer their knowledge to other users in their VC area or multiple VC areas
  • Allocate 12-20 hours each week for the first two weeks and 4-6 hours thereafter (subject to change)
  • Act as the first point of contact in the user community immediately after system launch

If you are interested in becoming a super user, contact Eliud Escobedo.

FIM Space Management Steering Group

  • VC Academic Affairs and VC Research: Tara Cameron, Director of Space Planning.
  • VC Resource Management & 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.

More Information

Learn more about the Facilities Information Management project.