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Office space

Space Management and Planning

We provide a perspective towards balancing challenges and opportunities to use campus space effectively. Currently, we are focusing on administrative space and we can advise on reassignments across Vice Chancellor areas, while considering strategic campus space needs, the Capital Program, Long Range Development Plan, UC Climate Action Plan and logistic impacts of ongoing projects. We maintain campus facilities information tools and curate data to support space planning and management.

Our goals:

  • Promote efficient space allocation
  • Provide effective tools and services to support space analysis and management
  • Provide useful information about buildings and locations

Space Planning Resources

  • Campus Space Coordination – While Vice Chancellor areas and departments are responsible for planning and executing their own moves, we assess the larger context and help guide plans for future space needs.
  • Space Strategy Working Group – CCampus Planning leads this group comprised of representatives from multiple Vice Chancellor areas, including Academic Affairs, CFO, Student Affairs, Human Resources, Real Estate and Health Sciences. This group defines and establishes space use guidelines and a space standard framework for successful administrative space management.
  • Administrative Space Guidelines – UC San Diego is experiencing rapid campus growth, including an increase in student enrollment, new academic and housing construction and the arrival of Light Rail Transit in 2021. In an effort to maximize the efficiency of existing administrative office space and transform new and renovated work environments, the campus is implementing new administrative office space planning guidelines. These voluntary guidelines aim to encourage a more balanced activity-based workplace environment by providing workspaces that best support the work that occupants perform. Additional goals include utilizing modern space planning metrics, creating equity of space, providing more social spaces and encouraging more collaboration.
    • UC San Diego Administrative Space Use Guidelines – This document provides an overview of activity-based workplace planning concepts and how to implement them in the work environment. It also provides planning principles, examples and practical planning ratios for calculating space requirements for new or reconfigured administrative offices.
    • Steelcase UC San Diego Administrative Space Furniture Guidelines – This document provides a furniture-planning guide that illustrates different types of furniture configurations that support collaborative and focused workspaces. These guidelines aim to help standardize workplace settings and serve as a starting point for the furniture procurement process.
    • Gensler UC San Diego Benchmarking Study – These guidelines consist of space management committee frameworks, standards, policies and best practices recommendations developed in conjunction with Gensler and based on key UC San Diego leadership and staff interviews, and benchmarking studies among the top 15 research universities. This study forms the basis of the UC San Diego Administrative Space Use guidelines.

For details about campus space planning, contact Edward Polk, (858) 822-5161.

Facilities Information Management – Space Portal and Training

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

Resource Guides

Remote Training

We will work with you to ensure that you have the support you need. Classes and instruction are available via Zoom upon request. Contact Kirk Belles, (858) 534-1035.

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 FIM functionality.

 

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

Support Materials

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

FIM System Development

Possible future enhancements include:

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

Floor Plan Services (CAD, BIM and PDF Sheet Sets)

Campus Floor Plan Corrections

Are FIM floor plans out of date? Contact Kirk Belles, (858) 534-1035.

FIS Project Sheet Drawings and CAD Backgrounds

New users (campus staff and external contractors) may apply for access.

The Facilities Information System (FIS) includes:

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

CAD and BIM Library

For technical project CAD and BIM files, contact Edward Polk, (858) 822-5161.

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 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.

Resources

Spring 2020 Instructions

Spring 2020 space review requirements have been modified to align with remote working and reduced to balance with ongoing COVID-19 events and campus Enterprise System Renewal project deployments.

The spring 2020 review focuses on preparing space management information for fall 2020 (floor plans, office layouts, linking payroll and department codes).  Additional information is welcome.

Due Date: June 30, 2020

Use the FIM Space tool to focus on these elements.

Required

  1. Floor Plans - Review your space for correct floor plan geometry and space identifiers.
    • Include open office workstation layouts to support polylining individual workstations.
    • Submit CAD, PDF or descriptions and dimensions. Include space designations and send corrections to Kirk Belles as soon as possible.
  2. Map Payroll and Space Department – Confirm or provide correlation between space departments and payroll codes. This enhances assigning people via the FIM Space Manager tool. Current Map Payroll and Space Department
    • The “Unassociated Space and Payroll” tab has a list of Space departments needing payroll codes (required) and names. We will enter the codes into our system.
    • The “Completed Associations” tab lists departments with correlations completed. Please review the correlations for accuracy.

Recommended (Optional)

Update core space data.

  1. Space classifications – Review and update each space within your department to ensure that it is classified correctly using the Space Classification Guidelines.
    • Classify all offices as Open, Modular or Enclosed. 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)
  2. Department allocations – 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.
    • Cluster allocations – review and update clustersAdd occupants to all academic, administrative and research offices.
      • Add all employees (including student workers).
      • Review and update the correct department allocation for all spaces.

Looking Ahead: Fall 2020 Review

Due to COVID-19 impacts, the Fall 2020 Space Review may be modified to align with evolving State, County, University of California and campus leadership recommendations and requirements.

The Fall Space Review includes a formal report to the UC Office of the President (UCOP). Each fall, the Office of the President requires that all campuses provide updated space information to help compile statutory corporate reports required by the State of California for budgetary analysis.

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). Campuses do not sent occupancy/vacancy and cluster information to UC OP, but the San Diego campus uses this information for analysis and operations.

Campus Planning extracts Fall Space Information Review information at the end of the third week of Fall quarter, and submits it to UCOP after internal review. Space managers cannot make changes or corrections after the due date.

Due Date: October 26, 2020

Use the FIM Space tool to focus on these elements.

Required

  1. Floor Plans - Review your space for correct floor plan geometry and space identifiers.
    • Include open office workstation layouts to support polylining individual workstations.
    • Submit CAD, PDF or descriptions and dimensions. Include space designations and send corrections to Kirk Belles as soon as possible.
  2. Update core space data.
    • Space classifications – Review and update each space within your department to ensure that it is classified correctly using the Space Classification Guidelines.
      • Classify all offices as Open, Modular or Enclosed. 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)
  3. Department allocations – 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.
    • Cluster allocations – review and update clustersAdd occupants to all academic, administrative and research offices.
      • Add all employees (including student workers).
      • Review and update the correct department allocation for all spaces.

Preferred

  • Cluster allocations – update research cluster information in non-research space, if applicable.
  • Office Occupancy – Designate lecturers’ primary office location for academic offices, if applicable.
  • Contacts – review and update building contact information

Recommended

  • Cluster allocations – update non-research cluster information in all areas.
  • Office Occupancy – designate:
    • Employees’ locations in non-office locations
    • Student employees in locations other than administrative offices.
    • Lecturers in locations other than administrative offices, if applicable.

NSF Science and Engineering Research Facilities

The National Science Foundation (NSF) Survey of Science and Engineering Research Facilities is a congressionally mandated, biennial survey that collects data on the amount, construction, repair, renovation and funding of research facilities as well as the computing and networking capacities at U.S. colleges and universities.

Past UC San Diego Science and Engineering Research Facilities submissions (PDFs):

Campus Map and GIS Tools

Interactive Campus Map

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

Prototype GIS Tools

You can test and use various components of Campus Planning’s developing GIS framework. Note: We may change or remove these tools at any time without notice.

Building to Address and CAAN lookup

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