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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

Workforce Planning for Return during COVID-19

First, be safe.

Recommendations should be considered within the current and evolving context. Ensure that your plans conform with direction provided by Federal, State and San Diego County health officials as well as guidance provided by the University of California and San Diego campus leadership.

Campus COVID-19 Resources

Space Management and Planning during COVID-19

Prior to any department returning to campus, your appropriate Vice Chancellor must provide or approve your department’s return plan.

Campus Planning has prioritized and completed COVID-19 maximum capacity recommendations for most instructional settings and other general spaces that might serve as socially distanced learning spaces. As time permits, we may also provide guidance for workforce distancing in administrative, research and other spaces.

If you cannot wait for us to analyze your floor plan and provide space capacity recommendations, please apply a minimum physical distancing buffer of six feet between each workstation or seat. There are no other useful ratios, percentages or formulas to apply; the unique configuration and use of each space will affect the COVID-19 maximum recommended capacity.

To inquire about evaluated spaces or request floor plan analysis for specific spaces, email spaceplanning@ucsd.edu.

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.

  • Zoom Meetings: Third Tuesday of every month at 2 p.m.
  • Meeting notes and recordings: Access on OneDrive with your UC San Diego account
  • Give feedback: rmpfeedback@ucsd.edu

Meeting Videos

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.

We are primarily interested in having accurate walls, windows, doors and office partitions or other space boundaries. We accept all forms of information — CAD, PDF, photos, sketches — as long as accurate measurements are provided. Unfortunately, to reduce the risk of COVID-19 transmission, we are unable to field measure until further notice. If you need assistance, please contact us and we can discuss options.

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

Fall 2020 Space Review

Space review requirements have been modified to align with remote working and reduced to balance with ongoing COVID-19 events. Provide the requested information to the best of your ability while working remotely and adhering to safe social distancing and hygiene practices mandated by health orders and campus requirements.

Instructions

Due Date: October 16, 2020 (A snapshot will be extracted at the close of business on October 16 and extracted data will be sent to the Office of the President.)

Use the Facilities Information Management (FIM) portal to review facilities data and provide corrections. If you need assistance, contact Kirk Belles. Please focus on the following data elements in the sections below. Useful reports are provided to support this activity, but most of the changes also can be made via FIM floor plan tools (Space Manager, Find Space, the “Graphic” tab on any Floor or Space form.

Required

Floor Plan corrections: (For updates, contact Kirk Belles.)

Basic building geometry – review walls, windows and doors for accuracy.

Space Classification corrections

  • Revise space classifications as needed. Run a report to view Spaces, and click on any space to revise space classes:
    • FIM > My Reports > My Reports > Space Review - Responsible Department Allocations
    • NEW - All offices must be classified as enclosed, open, or modular. Campus Planning has reclassified all 12,000+ generic campus offices as “Enclosed.” Existing enclosed/modular/open classifications have not been disturbed. If you want to see which offices we have reclassified, we have taken a snapshot of all generic offices as of Aug. 31 (listed under Resources above).

Department Allocation corrections:

  • Revise department allocations as needed. Use any floor plan viewer tool mentioned above, or this report: FIM > My Reports > My Reports > Space Review - Responsible Department Allocations 
  • Revise required station counts. Use the Responsible Department Allocation report above, or run the reports below report for your area to focus on space classes that require station counts:
    • FIM > My Reports > My Reports > Space Review - Workstation Counts Required
    • FIM > My Reports > My Reports > Space Review - Workstation Counts Required - Zero

Research Cluster Allocation corrections: NEW - Use floor plan tools and the Clusters pages to update Research Clusters in Research space (research offices, labs, service areas, etc).

Department Contacts: NEW – Use FIM to provide the Business Unit Manager and Space Manager contact for your department.

Preferred

Floor Plan corrections: (For updates, contact Kirk Belles.) Open/modular space – review open office space polylines as bounded or implied by office furniture (tables, seats, file cabinets, etc.) in open office areas.

Research Cluster Allocation corrections in Non-Research space classes: Use floor plan tools and the Clusters pages to update research Clusters in non-research space (academic and administrative offices, or other non-research space).

Optional

Non-Research Cluster Allocation corrections: Use floor plan tools and the Clusters pages to update non-research Clusters in non-research space.

Office Occupancy: Designating employee locations is not required for Fall 2020. If you want to proceed anyway and designate office locations, we recommend using the “Assign People” function in the Space Manager. For best results, confirm with Kirk Belles that your Space department code and HR department codes have been associated within FIM. ESR data integration is ongoing but currently remains manual for HR and Space department codes.

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.