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2019-2020 Biannual Space Information Reviews

Space is UC San Diego’s largest, most visible fixed asset. To ensure the accuracy of space and occupancy information, UC San Diego conducts biannual space information reviews for all university owned or leased spaces during fall and spring quarters to facilitate strategic decision-making and efficient use of all campus facilities. Campus Planning supports these biannual review requirements through data analysis and site visits.

Space Manager Support

All campus space managers and their designated staff are expected to record and maintain occupancy/vacancy/utilization information in the Facilities Information Management (FIM) Space system throughout the year as changes occur. Campus Planning and Information Technology Services provide support to help space managers meet these deadlines in addition to working closely with departments to integrate the FIM Space system into their business processes. 

See FIM Space system training resources.

Fall 2019 Space Information Review

Due Date: November 15, 2019

Each year, the UC Office of the President (UCOP) requires all campuses to conduct an annual Facilities Inventory and uses this space information to help compile statutory corporate reports required by the State of California.

Space managers should accurately enter and maintain department allocation, space classification, workstation counts and review floor plans and spaces in the FIM Space system. Campus Planning extracts Fall Space Information Review information on the due date and submits it to UC Office of the President (UCOP). Space managers cannot make changes or corrections after the due date.

Data sent to UCOP consists of building information (floors, square footage, occupancy and construction dates) and room/space information (space ID, square footage, department allocation, space class, workstation counts, program codes, CPEC Codes and NSF codes). Campus Planning does not send occupancy/vacancy and cluster information to UCOP, but it does use this information on campus.

Instructions for Fall 2019 Review

We recommend FIM eLearning videos for Application Navigation, Portfolio Portal and Space Portal (videos 2–4.4) to help you complete the review. Use the Fall 2019 Space Review – Essentials to focus on FIM Space specifics when completing the review.

Use the FIM Space tool to focus on these elements:

  1. Review your space for correct floor plan geometry and space identifiers (if incorrect, notify Kirk Belles as soon as possible.
  2. Review and update the correct department allocation for all spaces. The designated department should be the one in the room doing the work. If the space is on loan, complete a Space Use Agreement (login required) to properly record the occupying department.
  3. Review and update each space within your department to ensure that it is classified correctly using the Space Classification Guidelines. Review and correct workstation counts for these space classes below only.
    • 110 - Classroom
    • 130 - Seminar Room
    • 260 - Class Laboratory
    • 261 - Special Class Laboratory
    • 270 - Open Laboratory
    • 340 - Conference Room
    • 650 - Assembly
    • 810 - Patient Bedroom - Regular
    • 811 - Bedroom - Coronary Care
    • 811 - Bedroom - Intensive Care
    • 811 - Bedroom - Neonatal Intensive
    • 811 - Bedroom - Hemodialysis Care
    • 811 - Bedroom - Psychiatric Care
    • 811 - Bedroom - Maternity Care
    • 811 - Bedroom - Nursery Care
    • 811 - Bedroom - Pediatric Care
    • 830 - Nurse Station
    • 845 - Surgical Labor Room
    • 852 - Treatment/Examination - Doctor
    • 860 - Diagnostic Service Laboratory
    • 9xx - (All residential facilities, excepting service and bathroom area)

Spring 2020 Space Information Review

Due Date: April 17, 2020 

Space managers should accurately enter and maintain department allocation, space classification, workstation counts, office occupancy, research group allocation, and review floor plans and spaces in the FIM Space system to support strategic decision-making about campus office resources and accurate reporting and analysis.

Instructions for Spring 2020 Review

We recommend FIM eLearning videos for Application Navigation, Portfolio Portal and Space Portal (videos 2–4.4) to help you complete the review.

Use the FIM Space tool to focus on these elements:

  1. Review your space for correct floor plan geometry and space identifiers (if incorrect, notify Kirk Belles as soon as possible.
  2. Review and update the correct department allocation for all spaces. The designated department should be the one in the room doing the work. If the space is on loan, complete a Space Use Agreement (login required) to properly record the occupying department.
  3. Review and update each space within your department to ensure that it is classified correctly using the Space Classification Guidelines. Review and correct workstation counts for these space classes below only.
    • 110 - Classroom
    • 130 - Seminar Room
    • 260 - Class Laboratory
    • 261 - Special Class Laboratory
    • 270 - Open Laboratory
    • 340 - Conference Room
    • 650 - Assembly
    • 810 - Patient Bedroom - Regular
    • 811 - Bedroom - Coronary Care
    • 811 - Bedroom - Intensive Care
    • 811 - Bedroom - Neonatal Intensive
    • 811 - Bedroom - Hemodialysis Care
    • 811 - Bedroom - Psychiatric Care
    • 811 - Bedroom - Maternity Care
    • 811 - Bedroom - Nursery Care
    • 811 - Bedroom - Pediatric Care
    • 830 - Nurse Station
    • 845 - Surgical Labor Room
    • 852 - Treatment/Examination - Doctor
    • 860 - Diagnostic Service Laboratory
    • 9xx - (All residential facilities, excepting service and bathroom area)
  4. Add occupants to all academic, administrative and research offices.
  5. Allocate space to research clusters, as needed.
  6. Optional for Spring 2020:
    • Allocate/Designate space commitments, as appropriate.
    • Designate space use agreements, as needed.
    • Designate department contacts.

Questions?

If you have questions or concerns, contact Kirk Belles, (858) 534-1035.