NOTICE: This standard operating procedure is available to view digitally on the Facilities Management website:

Transcription

1 UNC Charlotte Facilities Management FM/FIS SOP December 2008 Facilities Information Systems Archibus Space Management: Space Change Request NOTICE: This standard operating procedure is available to view digitally on the Facilities Management website: OPR: FM/FIS (Pamela Duff) FM/FIS (Ray Dinello) Pages 37 I. PURPOSE. This Standard Operating Procedure (SOP) references the University of North Carolina at Charlotte University Policy Statement #17: Space Assignments and Management, the governing document regarding space management, the University of North Carolina at Charlotte Design Manual and FM/FIS SOP 401: Archibus Space Audit. The purpose of this SOP is to provide standardizations and to establish system guidelines and a user reference for maintaining space data within Archibus Web Central. It also defines the systematic processes and procedures involved when UNC Charlotte personnel complete update space within Archibus Web Central. This SOP applies to all University Archibus Web Central Space Management users. II. SCOPE. Develop and implement standard operating procedures for the decisions and process flows implemented for space update authorizations clarifying systematic processes and procedures involved; facilitate accurate real-time space data updates and approval processes and ensure all processes are initiated and completed effortlessly by responsible parties. III. RESPONSIBILITIES. The Space Management roles and responsibilities are: Role Name Facilities Information Systems (FIS) - System Admin Campus Space Faculty and Staff Division Space Manager (DV) College/Admin Unit Space Manager (BU) Department Space Manager (DP) Sub-Department Space Manager (Sub-Dept) Responsibilities Manage Background data; manage DV and College/Admin Approvers Assignment views; FIS provides the initial list of primary and secondary users for upload into the system. Assist Div and College/Admin roles as needed All faculty & staff have access to view & print drawings using Review Space Data role Creates Space Audits; Initiates annual audits, oversees space audits, run reports; Able to view percentage of all space audit status completion; reviews previous Space Audits; manages background space data; completes audits and creates and submits space update requests; manages Space Customer Assignment in Sub-DP, Dept and College/Admin table; manages space approver assignments for Dept level and sub-dept level; Creates PRI Primary and SEC-Secondary Assignments for Sub-Dept, Dept, and Col/Admin; creates Work Flow Rule to assign the role to Space Customer; manages Dept and Sub-Dept Approvers; Access to view all drawings & room details views Col/Admin,, Dept and Sub-Dept level room export; view audit data info & all unassigned space. View & close any audit. Create Audits; Manages Dept and Sub-Dept Space Approver assignments; approves space update requests and approves space audit items; submit space update requests; complete annual audits /space update requests; view percentage of DP and Sub-Dept s audit status, RM audits & detailed info; able to view all drawings, RM details & all unassigned space Create/submit audits; Manages Sub-Dept Space Approver assignments; approves space update requests and approves space survey items; submits space update request; completes annual audits and creates space update requests; view percentage of DP & Sub-Dept s audit status, RM audits & detail info; view drawings, RM details & all unassigned space. Create/Submit space update request; complete annual space audits; maintain/update own space; view percentage of own Sub-Dept s audit completion status, room audit and detailed information; able to view all drawing, room details & all unassigned space. Page 1 of 37

2 IV. PROCEDURES: Space management within Archibus Web Central is maintained through two methods: Space Update Requests and Space Audits (See SOP 401: Archibus Space Audits for more information). Space Management processes are completed by Primary and Secondary Space Managers, who are assigned for each level of the organizational hierarchy. Any space that is requested outside a space manager s area of assignment must follow the established hierarchical approval process, which is set up according to the campus organizational structure. 1. Creating a Space Update Request A Space Update Request may be initiated at anytime outside of a formal space audit on all levels. In addition, each area of control, Sub-Department, Department and College/Admin Unit, may update their own space at any time The Division Space Manager (DV) may update all space at any time without approval; an notification will inform all primary and secondary level approvers of the space change approval Note: Live Space Updates may not be requested for any space that is currently associated with another space update request or an active space audit Each individual request will go through either an automatic approval process or, if the space change involves an area outside the requestor s area, as mentioned above, the request must be sent up the approval hierarchy. When a space change request requires approval, each level of approval as required will review the space change request and either reject or approve the request. If approved at that level, the request will proceed up to the next level if necessary and so on until final approval is reached Log In Process. To update space, the customer logs into Archibus Web Central, selects their specific role within the Space Management Activity (see Figure 1) To update or request space, the space manager has several options (Figure 2): Update Space Tasks Figure 1: Space Management roles Figure 2: Create Space Update Request Page 2 of 37

3 Update Space within Area (e.g. Sub-department, Department, etc) -The Update Space task located within the space manager s role allows viewing and updating of space that is within his/her area of ownership. The space manager automatically approves any space item updated within the area of ownership unless the changes affect space outside the area of ownership (change of department code, etc) Update Space All Departments - This task allows the space manager to view and request any department space: however, when a space item is updated or requested with changes that affect an area that is not within the space manager s area of access and ownership, then the request will require approval from higher-level space manager(s) Update Space from Drawing The update space from drawing provides a floor plan visual for the space manager. Any space may be updated or requested from the drawing view Updating Space. When the Update Space task (Update All Department Space or Update Space within Sub-Department, Department, etc) is selected, the Space Update Request form displays in grid format On the data list view, use the mini console to locate the room that requires updating Type in the building name or bldg code, floor and specific room number to locate the room that will be updated and then select the red down arrow filter button to filter the data list according to search criteria entered (Figure 3) Once the item displays, click the Select button to view current room details and to update the Space Update Request form (Figure 4). After entering search criteria, select the red down arrow to filter the data list Click the Select button to open the room details form and update the space item. Selecting the DWG button will display the drawing floor plan. The room will highlight on the floor plan allowing verification of its location. (See below) Figure 3: Create Space Update Request Page 3 of 37

4 Figure 4: Select button displays the Update Request Form for Completion Figure 5: DWG button identifies the room location Note: To review the room s location on a floor plan, select the DWG button from the data list view (Figure 3 & 5). The room s location on the floor plan is easily identified by the highlighted area After clicking the Select button, the Space Update Request form displays for updating (Figure 6). Note: When the request form displays, the most current room information is automatically pre-populated into the form. Action Items - View Approval Level required for changes; View Existing space info and a Complete button for saving the form Select the green ellipse button to view and filter the data list and update the validated fields Red asterisk indicates required fields Figure 6: Space Update Request form Page 4 of 37

5 Space Update Request form is completed by the space manager. The requestor makes the requested space modifications including updating all required fields using the ellipse button that is located to the right of each field Required fields. Before the form is submitted, a few required fields must be completed including Room Discipline, Room Category, and Program Code and percentage. Notice that a red asterisk (Figure 6) identifies the required fields Program Code: Identifies the room use and its association. If more than one code is selected, the total percentage of all programs must equal 100 percent Room Category: Designates the Room type: e.g. Conference room, classroom, office, etc Room Discipline: Designates the room academic discipline (Classification of Instructional Program, CIP): e.g. Art and Sciences, Food Services and Technology, etc Assigning Room Occupancy. Any occupant may be assigned to one of nine validated fields (Occupant #1 - #9). The Occupant #10 field is a text field where additional personnel who use the room may be added: e.g. contractors, students, etc Primary occupancy is indicated via a check box; selecting the check box will identify that person as someone who primarily occupies the room. More than one occupant may be added to a room When room occupants are added or changed during space updates, an notification will generate to inform the occupant(s) of the changes ( Generation Pt#: (A-D).The requestor and space manager for the space are included in the notification Example of the notification that is generated: Subject: Archibus Space Update Request Notification A space update request has been submitted that includes room occupancy changes. Submitted By: DUFF, PAMELA (pduff) If you have questions concerning this change, please contact your area's space manager. Space Change Requested for the following: Building: 0055; Floor: 02; Room: 229 Thank you Form is Saved. Once all fields that require updating are completed, select the Complete button that is located in the action bar (upper right corner of the form) to save all changes (Figure 5) Note: An error message will display if an attempt is made to save the form without completing all the required fields; the field(s) will highlight pink on the form to identify the form field(s) that were omitted (Figure 7). Figure 7: Error displays if required fields are not completed Page 5 of 37

6 Review Approval Level Required: Before submitting the form and the new changes, the space manager may review the approval level that will be required prior to selecting the Complete button, especially if the space changes will affect an area outside the space managers area of ownership To review the required approval level, select the Approval Level button located in the upper right corner of the Space Update Request form (Figure 6) A message box will display informing of the required approval level needed. The message information that displays will depend upon the level of approval required by the changes being submitted (Figure 8) Select OK to close the message box. Figure 8: Approval Level Required Messages View Existing Room Data. If the space manager wishes to review existing space information for the room, selecting the View Existing button located on the Space Update Request Form will provide an overview of the current room details (Figure 9). Figure 9: Review Existing Space Data window Once the space update is completed successfully, a message box will pop up informing the space manager that the Space Update will either be submitted for approval (Figure 10) or has been completed successfully (Figure 11). Select OK to close the pop up message box. Page 6 of 37

7 Figure 10: Pop up message for updated request submitted for approval Figure 11: Space Update Completed notification After closing the message box, an overview page will display allowing the space manager to review the changes made to the room. After reviewing, the space manager may select the Print Request button to print the room changes and or click the Select Another Room button to return to the data list view (Figure 12). Figure 12: Space Update Request Review page Page 7 of 37

8 Notifications. Once a space update request is submitted, an will be sent when the request is submitted for approval ( Generation Point # C) Space Update Request Requiring Approval. An example of the sent when the request requires higher level approval: Subject: Archibus Space Update Request Submitted A space update request has been submitted requiring approval. Please log into Archibus to review and process this request. Submitted by: College / Admin Unit Space Manager - DUFF, PAMELA (pduff) Original Requestor: DUFF, PAMELA (pduff) Required Approval Level for this change: Division Level Division Space Manager - CHAMPION, DAVID (dchampi4) Division Space Manager - DANG, HAI (hdang12) Space Change Requested for the following: Building: Facilities Management & Police & Public Safety Floor: 02 - Room: 206 The following department and sub-department changes have been requested: Current Department: 1150 Current Sub-Department: Requested change: Department: 1240 Sub-Department: Thank you Space Update Request Auto Approved. When space changes are completed on a room and the changes are within the space manager s area of ownership, then an notification will be sent to the requestor and lower level space managers informing them of the approved space update Below is an example of the notification sent in reference to a space request auto approved ( Generation Point # (B-D): Subject: Archibus Space Update Request Approved A space update request has been approved by: DUFF, PAMELA (pduff) Required Approval Level for this change: Department Level The following space managers are being notified of this change. Department Space Manager - DUFF, PAMELA (pduff) Department Space Manager - DANG, HAI (hdang12) Sub-Department Space Manager - DANG, HAI (hdang12) Sub-Department Space Manager - DUFF, PAMELA (pduff) Sub-Department Space Manager - CHAMPION, DAVID (dchampi4) Original Requestor: DUFF, PAMELA (pduff) The following space has been updated: Building: Facilities Management & Police & Public Safety Floor: 01 - Room: 137 The following department and sub-department changes have been completed: Previous Department: 1240 Previous Sub-Department: Approved change: Department: 1240 Sub-Department: Thank you Updating Space from the Drawing. To update space using the Update Space from Drawing task, first select the task. Next, click the plus sign ( ) to expand the mini console that is located within the windowpane. Enter search criteria and select the down red filter button to filter the data list (Figure 13). Page 8 of 37

9 Select the (+) to expand the mini console. After entering search criteria, select the red down arrow to filter according to selection Figure 13: Updating Space from Drawing view After locating the building using the mini console, select the check box beside the building name and floor; the floor plan for that building and floor will display for viewing and room selection (Figure 14). Use the drawing button to zoom in, zoom out, center, pan etc Selecting the check box for the bldg and floor will display the bldg floor plan Select the room to update by clicking the room on the Drawing Legend Figure 14: Update Space by Drawing-Floor Plan Drawing View The department codes and associated highlight color identifies each dept on the map. Page 9 of 37

10 Click on the room within the floor plan that requires updating. The Space Update Request form will display for updating (Figure 15) Complete all required fields to update the space. Figure 15: Space Update Request form The space manager may also select the Approval Level button to review the approval level that will be required before the change is submitted In addition, the Review Existing button may be selected to review the current room information before the changes are submitted Select the Complete button to submit the request Note: If the space change affects only space within the space manager s area of ownership, then the space request update will auto approve. A pop up message will display notifying the space manager of the completed update (Figure 16) and an will generate to lower level space managers concerning the approved space update. Figure 16: Space update completed pop up message Page 10 of 37

11 Figure 17: Notification when Space update request completed on drawing requires approval Note: If an attempt is made to update fields on a space (occupant, room name, etc) that does not belong to the space manager, a message will display when the complete button is selected informing that the space update is denied (Figure 17). Select OK to close the message box After closing the message box, an overview of the request will display allowing the space manager to review the changes implemented or the changes that have been requested Updates requiring no further approval will be completed and change requests requiring approval will be sent following the hierarchical approval process (See Appendix D for Space Change Request Process Work Flows). 2. Approval Process for Submitted Change Requests Requested changes sent for approval are recorded temporarily. The requested change information is written to a temporary table within the system. The audit log provides tracking details of the entire approval process and any room changes, updates and all previous room data Level of approval is determined. When a requested change is submitted requiring upper level approval, the level of approval will depend upon what levels of the hierarchical organization is affected outside the space manager s area If the space update request does not modify the sub-department s already assigned space (internal sub-department requests) or does not extend outside the area of approval, then the request will not require approval; the changes will be automatically updated along with the date and time stamp for audit log purposes However, if the space update request changes the sub-department s currently assigned space information and is outside the sub-department s area of assigned space, then an approval is required and the next highest level on the organizational hierarchy will determine if the space update will be approved or rejected. Once the approval occurs, the request will be sent up to the next level of the hierarchy if needed until the final approval level that is required approves or rejects the space change request Please Note: Whenever the space update request change is outside the boundaries of the Division level (e.g. Business Affairs Division and Academic Affairs Division space changes), then the space update must always be approved by the highest approval level(s) within the organizational hierarchy Once final approval level occurs, then the changes will be updated If, however, a submitted request is rejected, then the space is not updated. Page 11 of 37

12 2.2. When a space request item is submitted for approval, notifications are sent to the designated space manager for approval. notifications are sent to each space manager at each level of the approval hierarchy as the space request proceeds up the hierarchy for approval notifying them that a space update request has been submitted for their review and approval Approving Space Change Requests. To review and approve or reject submitted space requests, the Assigned Space Manager/Approver logs into Archibus Web Central and selects their designated space role and then the Approve Space Update Request task to review and approve the submitted space change request (Figure 18). Figure 18: Approve Space Update Request task The Space Change Request Approval screen displays. Select the specific room to be reviewed from the list of requested changes The form with the submitted change request information displays for review within the right windowpane (Figure 19). The action bar provides the option of Viewing Existing room status, approving the request, rejecting the request or updating the change submitted before approving Select the room from the list. The Space Change Request windowpane will display The room details along with requested changes will display. Figure 19: Approve Space Request view Page 12 of 37

13 Figure 20: Approval View: Color Highlights identify the request change type The requested changes listed in horizontal format within the windowpane will be highlighted identifying each request according to the type of change For example, the color highlights are assigned as follows: Red = Department or Sub-Department change; Light-Yellow = Room Name or Stations change; Yellow = Room Category change; Blue = Program Code change; Orange = Grant Code change and White = Occupant change (Figure 20) Approve Space Request Action Items: The actions bar located in the upper right of the windowpane provides several options for the space manager who is approving the changes: View Existing: allows the approver to view the details and the status of the room before any changes are implemented (Figure 21). After selecting the View Existing button, the form displays the details of the current assignments. Figure 21: Review Existing Space Data Update: the update option allows the approver to update the requested changes and make corrections before approving the request. Page 13 of 37

14 When the Update button is selected, the Rooms pop up windowpane will display allowing the space manager to review and update the requested change information, as needed (Figure 22) Using the Room windowpane view, the space manager may select new information using the ellipse buttons to correct inaccurate data fields (Figure 22). Select the SAVE button to save the updated to the audit space item. Select the ellipse button beside the fields to be corrected to filter and select from the validated list. Figure 22: Approve Space Items Update Submitted Item before Approval After making the necessary changes, select the Save button to save the updated changes. A pop up will display requiring confirmation of the changes and informing of any additional approval required (Figure 23). Select Yes to confirm. Figure 23: Confirmation for Updates Completed Approve: the Approve action button allows the space manager to approve the requested changes Request Approval requiring additional Higher-Level Approval. When a space request item has been approved at a lower level and requires additional higher-level Page 14 of 37

15 approval, a pop up will inform the approver that the request has been submitted to the next level for approval (Figure 24) The request is approved at the current approval level will be submitted for higher approval. An notification will be sent to the requestor and the approval levels affected ( Generation Point # 400-4(B-C)) Example of the sent: Subject: Archibus Space Update Request Submitted A new Space Request update request has been submitted requiring approval. Please log into Archibus to review and process this request. Submitted by: College / Admin Unit Space Manager - DUFF, PAMELA (pduff) Original Requestor: DUFF, PAMELA (pduff) Required Approval Level for this change: Division Level Division Space Manager - DINELLO, RAYMOND (rdinello) Division Space Manager - DUFF, PAMELA (pduff) Space Change Requested for the following: Building: Facilities Management & Police & Public Safety Floor: 01 - Room: 100A The following department and sub-department changes have been requested: Current Department: 1240 Current Sub-Department: Requested change: Department: 1240 Sub-Department: Thank you. Figure 24: Pop up message when space request is approved by College/Admin Unit level Final Approval Level. When the approval reaches the final level of the approval process (determined by requested changes and the boundaries crossed), a pop up box will display allowing comments to be entered if desired when the space manager selects the Approve button. Selecting the OK button will close the pop up (Figure 25). Figure 25: Space update approval comments box After selecting OK, another pop up will display informing the space manager that the space update was approved and will include a list of the levels receiving the notification (Figure 26). Page 15 of 37

16 Figure 26: Space Update Approval notification Final notification sent concerning approved changes. When the submitted request is final and has been approved by all needed levels, then the requestor and other lower level space managers within the hierarchy approval chain will receive another notification stating that the space has been approved and changes have occurred. Once the request has been approved, the changes will override current room settings ( Generation Point #400-8(B-D)) Example of the notification sent when final approval occurs: Subject: Archibus Space Update Request Approved A Space update request has been approved by: DUFF, PAMELA (pduff) Required Approval Level for this change: Division Level The following space managers are being notified of this change. Department Space Manager - DUFF, PAMELA (pduff) Department Space Manager - CHAMPION, DAVID (dchampi4) Sub-Department Space Manager - DANG, HAI (hdang12) Sub-Department Space Manager - DUFF, PAMELA (pduff) Sub-Department Space Manager - CHAMPION, DAVID (dchampi4) Original Requestor: CHAMPION, DAVID (dchampi4) The following space has been updated: Building: Facilities Management & Police & Public Safety Floor: 02 - Room: 200B The following department and sub-department changes have been completed: Previous Department: 1240 Previous Sub-Department: Approved change: Department: 1240 Sub-Department: Thank you Reject: provides the option for the approver to reject the requested changes A reason for the rejection must be entered into the space update rejection box that displays when the Reject button is selected (Figure 27). Figure 27: Rejection Reason Box Page 16 of 37

17 Note: When a space update request item is rejected, no changes occur to the database If rejected, the requestor is notified via . The automated is sent informing the requestor that the space update request was not approved. The reason for the rejection is included in the notification ( Generation Pt (B-D)) Example of the sent when a space change request is rejected: Subject: Archibus Space Update Request Rejected A space update request has been rejected by: DINELLO, RAYMOND (rdinello) Required Approval Level for this change: College / Admin Unit Level Rejection Reason: changes not approved The following space managers are being notified. College / Admin Unint Space Manager - DANG, HAI (hdang12) College / Admin Unint Space Manager - DUFF, PAMELA (pduff) Department Space Manager - DANG, HAI (hdang12) Sub-Department Space Manager - DANG, HAI (hdang12) Original Requestor: CHAMPION, DAVID (dchampi4) If you have any questions, please contact your area's space manager. Space update request rejected for the following: Building: 0001 Kennedy Floor: 01 - Room: 100A Thank you. 3. Assigning Space Managers Primary and Secondary Space Managers within each role, except the Sub-Department Space Manager, may update and assign designated employees as a space manager for the next lowest level of the organizational hierarchy (Figure 28). XX (2 digit) XXX (3 digit) XXXX (4 digit) XXXXX (5 digit) Organizational Codes Division College/Admin Unit Department Sub-Department Figure 28: Organizational Codes 3.2. When changes occur to space manager assignments, the employee is removed from the role and the removed space manager will no longer have their space management role access. However, if the employee is also a space manager within another division, college admin unit, department, etc. then employee will still retain their role in relation to the other assigned area(s) Space Requests Approvals and Access Role Management. The space management approval process has been established so that any assigned space managers may review and approve space change requests that are auto submitted to their queue Approval Access Roles. Each space manager role has access to their assigned area(s) to review drawings, complete approvals, update and approve space requests, approve audits, etc Each assigned approver may complete space updates anywhere within their own assigned access area (level) without approval; however, a notification will be sent to the Page 17 of 37

18 lower level space manager(s) informing them of the changes. When occupants are changed, the occupant will receive a notification The Division Space Manager. The Division Space Manager can access all space and has the ability to change any space at anytime Note: The Division Space Manager role is the only role that can view and assign all space, and the Division Level may access and view all space requests at any time no matter what level it has been submitted to for approval. Furthermore, the Division Level has all control and the ability to access and view all previous audits, all reports, view and manage all approver assignments, if desired, including College/Admin, Department, and Sub Department approvers In addition, when a space change request or update occurs at the Division level, the space will automatically be approved and an notifications will be sent informing lower space manager levels and the requestor of the approved space update ( Generation Point #400-8(B-D)) An notification will generate to the primary and secondary space managers for each Division, College/Admin Unit, Department and Sub-Department who have been affected by the changes, and the new information will be automatically written to the rooms table within Archibus Web Central The College/Admin Unit Space Manager. The College/Admin space manager role has the ability to access and view their previous audits, reports and access and update their space, request space from other departments (requires approval process before implemented); they may also manage department and sub-department approver assignments Any auto-approved changes will generate an notification to all levels of the hierarchy that are affected including College/Admin, Department, and Sub-Department areas If a College/Admin Unit Space Manager changes space assigned outside of their College/Admin Unit, then the space update request will require the approval of the Division Unit Space Manager. If approved, an notification will generate to all space manager levels affected Department Space Manager. The Department Space Manager can automatically request and approve space that is assigned They may complete sand auto approve pace updates requests for any space within their area of control unless the changes do not involve space not within their area If a Department Space Manager changes space to include space assigned outside of their Department, then the space update request will require higher-level approval. If the request is outside of the College/Admin area of approval, then both the College Admin Units and the Division manager role will need to approve the request An notification will be sent to the requestor, the approver and primary and secondary space managers within all levels affected by the changes Sub-Department Space Manager. The Sub-Department Space Manager can only auto approve changes to space that is assigned to their sub-department role They may request space from other departments, divisions, etc. When a Sub- Department Space Manager changes space data and the requested changes affect an area outside of their Sub-Department access, then that space update request will require the approval of higher-level space managers. The final approval will depend upon the levels of the hierarchy that Page 18 of 37

19 are affected by the changes. notifications will be sent to the requestor and the Primary and Secondary Space Managers of each level affected Managing Background Data. The Division, College/Admin Unit and Department Space Manage(s) have access to manage and assign their lower level approvers within their areas using the tasks located under the Manage Background Data heading located within his/her role (Figure 29) To assign lower level space managers, the higher-level space manager selects the Manage Approvers task (e.g. Manage Department Approvers, etc); after selecting the task, the form will display for updating Using the mini console, enter search criteria and select the down red filter button (Figure 36). Select the department, sub-department, etc to display the form needed to review and update current space approver assignments (Figure 30).... Figure 29: Management of Space Approver Assignments Space Manager Role determines level of management access for Space Approval assignment After entering the search criteria into the fields provided, select the down red arrow filter button to filter the data list and to locate the department, subdept etc where the space manager is to be assigned. Select the Manage Approvers task to assign a space manager for area of ownership Figure 30: Managing Department Approvers Page 19 of 37

20 To update the form, select the ellipse button to search for and select the approver s name (employee) from the validated list. Select the Save button located in the upper right corner of the windowpane. The form will save and the record will update successfully within Archibus Web Central (Figure 31). After completing changes, select the SAVE button to save the form successfully. Figure 31: Saving the Changes to Space Approver Assignment Use the ellipse button to search for the employee. Click on the name to populate the validated field. 4. Support Information The support information heading contains several tasks within each role that provides reports useful to the space manager including a listing of the assigned space managers for each area (Figure 32) and the list of Program Codes, Grant Codes, Room Categories and Room Disciplines (Figure 33). Each report in downloadable by selecting the XLS button located within the upper right corner of each report view. Figure 32: Support Information tasks Select the XLS button to download and or save the data into a spreadsheet format. Figure 33: Support Info: Listing of College/Admin Space Managers Page 20 of 37

21 4.2. Managing Space Space Annual Survey Each month a series of buildings are taken from the building list and spot surveyed. Renovations, building footprint, department tracking, etc. are checked to ensure that the campus CAFM archive drawings are as accurate as possible Each building is surveyed by Facilities Information Systems staff and its student workers on an annual basis or if a need arises to resurvey the building such as renovations, room renumbering etc Any changes will be updated within Archibus Web Central Unassigned space. Space may be deemed unassigned within Archibus. When this occurs, the space item may be updated and assigned to Department Code = 0000 and the Sub- Department code = to identify it as no longer owned Space that has been released or that is listed without a department or division assigned will be viewable by all space managers by entering the department code 0000 and sub-department code into the search fields and then filtering to locate the unassigned space All space manager roles may view and reassign the unclaimed space as needed to what they deem as the correct department and sub-department. If reassigned, the space item must be approved following the hierarchical approval process Renovated space: When space is being renovated, space may be listed by the owner; however, after the space has been moved out of by the owner, the space may then need to be released and claimed by the new owners New Space. When space is reallocated or when keys are provided for a specific room or space, keys will not be issued or provided for that area until the space is approved for the person receiving/ requesting keys Service Units (FM Lock Shop personnel) must check within Archibus to verify space ownership before issuing keys Leased Space. American National Standards Institute (ANSI) standards and BOMA (Building Owners and Managers Association) International standards are used to identify leased space in Archibus. 5. Drawing Views All UNC Charlotte faculty and staff may access, view and print all campus drawings and information using the Campus Space Faculty and Staff role Also, all space customer roles may review SWF drawings within the Archibus Space Management Module Customers are able to view current room assignment details for their subdepartments, departments, division, etc and may select each room to view additional detailed information Each building s floor plan when viewed provides the ability for detailed information by selecting from a drop down list of room information including room data and room assignments. Page 21 of 37

22 When a room is selected from the drawing view, the room details including space information and history of room will display. 6. Campus Space Faculty and Staff Space Data role 6.1. Campus personnel may view space data using the Review Space Data role. Within this role, campus personnel may review building and department informational reports and drawing data (Figure 34). Figure 34: Review Space Data Role V: REPORTING A SPACE DISCREPANCY 1. Changes may occur to space of which we are unaware; for example: room numbers being changed For those situations, the Report Space Discrepancy form provides ability to report any issues or discrepancies with space, drawings, etc Select the Report Space Discrepancy task from the menu within the space manager s task list (Figure 35). Page 22 of 37

23 Figure 35: Report Space Discrepancy 1.3. When the form displays, complete the fields by using the ellipse button and typing the space issue into the Discrepancy Details field Note: Once the form is saved, an notification concerning the problem will be sent to Facilities Management-Facilities Information Systems personnel for resolution. After entering the required field data, select the SAVE button to submit the form. An will notify FIS of the discrepancy. Figure 36: Space Discrepancy Notification form Page 23 of 37

24 VI. PAGINATED PRINTING FEATURES 1. To print drawing from the Space Management role, log into Archibus, select the Space Management module tab and then the specific assigned role. Next, select one of the Drawing Plan tasks located under the either the Print heading or the Drawing Report heading to view and print a drawing floor plan: e.g. Occupancy Plan, Room Details, Highlight Rooms by Department, etc (Figure 37). Figure 37: Space Management Module: Print task list 2. In the fields provided, enter the Building Code, floor code, etc, then select Show (Figure 38). Figure 38: Entering the field data Page 24 of 37

25 3. The Building information will display in the Select Floor window. Click the plus sign ( ) to expand the list to the floor level and then select it (Figure 39). Enter Building info for in fields provided to filter Figure 39: Selecting the floor 4. Next, click the floor information in the Select Floor window to view the drawing for the building selected. i.e. 2 nd floor, Bldg The drawing will display (Figure 40 & 41). Select Floor windowpane Drawing & detail buttons Summary window Figure 40: Drawing floor plan ( Highlight Rooms per Floor task) Page 25 of 37

26 Figure 41: Drawing floor plan (Occupancy Plan task) Note: Use the buttons available in the drawing window to pan, zoom in or out, select, etc on the drawing details (Figure 42). Figure 42: Drawing details buttons 5. Note: Some views such as the Highlight Rooms per Floor task displays a Summary by Department window along with a legend that identifies the department by a highlight color (Figure 40). 6. Select the Paginated Report button located on the action bar in the upper right corner to open and view the drawing for printing (Figure 43). Figure 43: Paginated Report button 7. A Paginated Report View window will display along with the progress bar (Figure 44). Once the report has generated 100%, select to view the report by clicking the link that displays: e.g.highlight_rooms_by_department_per_floor_2009 _ Page 26 of 37

27 Figure 44: Paginated Report view 8. Next, click Open or Save on the File Download pop up window (Figure 45). Figure 45: File Download pop up 9. After selecting Open or Save, the drawing and any building and room details will display for printing in Microsoft Word Format (Figure 46, 47 & 48). Page 27 of 37

28 Figure 46: Printing the Floor plan-microsoft Word format ( View Occupancy Plan task) Figure 47: Print View: Highlight Rooms by Department per Floor Word Format Page 28 of 37

29 Figure 48: Print View: Legend for Highlight Rooms by Department Per Floor task VII. SPACE MANAGEMENT STANDARDS 1. Buildings and Organizations. University Policy Statement #17: Space Assignments and Management governs the space management at the University of North Carolina at Charlotte. The following are the standards for organizational, building and room coding assignments and specification standards used within Archibus Space Management Module: 1.1. Building Coding: Building codes will consist of four digits (Figure 45). Building codes are to be assigned by: The age of the building: Age being determined by date built The use of the building: The building s main function or purpose Buildings Building Codes Residential Buildings Parking Decks Paved Parking Lots Paved Streets Playing Fields and Areas Off Campus Entities Owned/Leased Off Campus Entities Figure 45: Building Code and Description 1.2. Building Naming: The official naming of all University of North Carolina at Charlotte buildings rest with the University Board of Trustees. Once officially named by the Board of Page 29 of 37

30 Trustees, it is the responsibility of the Associate Vice Chancellor for Facilities Management to provide the abbreviated working name Floor Coding: Floor codes will consist of two digits Room Coding: All room numbers are assigned in accordance with standards delineated in the University of North Carolina at Charlotte Design Manual Cubicles will be listed as Rooms Unassigned areas such as hallways, open areas are listed with code # Mechanical areas are assigned the Zone Shop where the building located Campus Organization Code: The data for organizational codes is pulled from the University of North Carolina at Charlotte Banner Financial System. Rooms are assigned against the sub-department level (Figure 46). XX (2 digit) XXX (3 digit) XXXX (4 digit) XXXXX (5 digit) Organizational Codes Division College/Admin Unit Department Sub-department Figure 46: Organizational codes 1.6. Organizational Description: The organizational description data is pulled from the University of North Carolina at Charlotte Banner Financial System. 2. Room/Space Management Identification Standards Department: Numerical value from UNC Charlotte s organizational coding structure. The user will see the text associated with the organizational code, not the code Room use/category code: The room category code is a classification of the type of room (e.g. class laboratory, research laboratory, office). (Required on all rooms table records). The user will see the text associated with the room use code Room Category/Use description: Generally directly associated with the room use code, but can be specified by the user. For example, precision metrology lab rather than research lab, or Halton Reading Room rather than library stacks. (REQUIRED ON ALL ROOMS TABLE RECORDS). Derived from specifications delineated in the University of North Carolina Office of the President Room Use Category Structure (RUCS) (Appendix A: Archibus Room Category Codes) Stations: This field indicates the number of seats/stations/beds. Required in Archibus for all occupiable room use types. (not required by HEFC for all room use types, but required for campus planning) Proration: Apportionment of room to different program and category. Each room may have up to four program and category codes. Proration values for each room must sum to 100 percent Program code: A two-digit code that must be on every record in the rooms table. The user will see the text associated with the organizational code, not the code (Appendix B: Archibus Program Codes) Room Discipline: A four-digit code that is required for most records in the rooms table. For academic spaces, the four-digit code is a classification of the academic discipline; for Page 30 of 37

31 student services spaces, the four-digit code is a classification of the type of service. The user will see the text associated with the category code, not the code. (Appendix C: Archibus Room Discipline Codes) 2.7. Occupant: The individual (faculty, staff, student assistant and contractor) assigned to the space. More than one occupant may be assigned to a room Grants Grants are assigned to specific space. More than one grant may be associated with a room. Page 31 of 37

32 APPENDIX A: Room Category Codes ARCHIBUS Room Category Codes Room Category 010 Elevator - Passenger Room Category Description 011 Men's Restroom Equipped for Mobility Impaired 012 Women's Restroom Equipped for Mobility Impaired 013 Unisex Restroom Equipped for Mobility Impaired 050 Inactive Area (available but unassigned) 060 Alteration or Conversion Area 0600 ALTERATION AREAS 070 Unfinished Area 110 Classroom 115 Classroom Service 210 Class Labs 215 Class Lab Srvc 220 Open Lab 225 Open Lab Srvc 2250 Open Laboratory Service 250 Rsrch/Nonclass Lab 255 Rsrch/Nonclass Lab Srvc 310 Office 315 Office Service 350 Conf. Room 355 Conf. Room Srvc 410 Study Room 420 Stack 430 Open-Stack Study Rm 440 Processing Room 455 Study Service 520 Athletic/Phys. Ed. 525 Athletic/Phys. Ed. Srvc 530 Media Production 535 Media Prod. Srvc 570 Animal Quarters 575 Animal Quarters Srvc 580 Greenhouse 585 Greenhouse Srvc 610 Assembly Page 32 of 37

33 615 Assembly Srvc 620 Exhibition 625 Exhibition Srvc 630 Food Facility 635 Food Facility Srvc 650 Lounge 655 Lounge Srvc 660 Merchandising 665 Merchandising Srvc 670 Recreation 675 Recreation Srvc 680 Meeting Room 685 Meeting Room Srvc 710 Centr. Comp./Telecom. 715 Centr. Comp./TC Srvc 720 Shop 725 Shop Srvc 730 Central Storage 735 Central Storage Srvc 740 Vehicle Storage 750 Central Service 755 Central Service Supp. 760 Haz. Material 765 Haz. Material Srvc 820 Patient Bath 830 Nurse Station 835 Nurse Station Srvc 850 Treatment/Exam 855 Treatment/Exam Srvc 860 Diag. Srvc Lab. 870 Central Supplies 880 Public Waiting 910 Sleep/Study No Bath 910X Sleep/Study No Bath - Designed for Mobility Impaired 9110 PARKING AREA 920 Sleep/Study with Toilet or Bath Page 33 of 37

34 935 Sleep/Study Service 950 Apartment 950X Apartment - Designed for Mobility Impaired 955 Apartment Service 970 House TAN Special Facility Service W01 Bridge/Tunnel W03 Escalator W04 Loading Dock W05 Lobby W06 Public Corridor W07 Stairway W08 COMMON SPACE w08 FIRE ESCAPE WWW Circulation Area X01 Custodial Supply Closet X02 Janitor Room X03 Public Restroom X04 Trash Room X05 FACILITY SERVICES x05 recycling X11 Men's Restroom Equipped for Mobility Impaired X12 Women's Restroom Equipped for Mobility Impaired XXX Building Service Area Y01 Central Utility Plant Y02 Fuel Room Y03 Shaft Y04 Utility/Mechanical Space Y14 Mechanical Room Y24 FACILITY SERVICES Y24? Electrical Room Y34 Telecomm Room Y44 ELEC/TELECOMM Y54 MECH/ELEC/TELECOMM Y65 MECH/ELEC Y74 ELEC/HSKPG Y84 HSKPG/TELECOMM Y94 MECH/TELECOMM YYY Mechanical Area ZZZ Vertical Penetration Page 34 of 37

35 APPENDIX B: Program Codes ARCHIBUS Program Codes Program Code Program Description 01 Capable of Use (inactive/unassigned) 02 Incapable of Use (Under renovation/unfinished) 03 Building Service 11 Gen. Academic Instruction 15 Occupation-Related Instruction 21 Institute and Research Ctrs 22 Individual or Project Rsrch 33 Community Service - institutional 41 Library Services 42 Museums and Galleries 43 Educ. Media Srvcs 44 Academic Computing Support 45 Ancillary Support (rarely used) 46 Academic Admin. 47 Course and Curriculum Develop. 51 Student Srvc. Admin. 52 Social and Cult. Develop. 53 Counseling and Career Guidance. 54 Financial Aid Admin. 55 Student Aux. Srvcs 56 Intercollegiate Athletics 57 Student Health/Med. Srvcs 61 Executive Management 62 Financial Mgt. and Operations 63 Gen. Admin. and Logist. Srvc 64 Admin. Computing Supp 65 Faculty and Staff Aux. Srvcs 66 Public Relations/Develop 67 Stud. Recruit. and Admissions 68 Student Records 71 Physical Plant Admin. 72 Building Maint. 73 Custodial Srvcs 76 Missing Page 35 of 37