UCLA. Space Inventory Services. Fall 2017
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1 UCLA Space Inventory Services Fall 2017
2 Welcome!
3 At Space Inventory we. Maintain a comprehensive database of space occupied by UCLA programs, including off campus and residential properties. We also maintain a library of building floor plans, most of which are available in AutoCAD and/or pdf format.
4 Why Space Inventory database is the official record of space for UCLA. UCOP uses this data to evaluate: Need for additional space. Budgeting for maintenance and improvement of UCLA facilities.
5 Why UCOP also uses this data to evaluate: Indirect cost recovery from Federal contracts and grants. This data also provides basic space related information to support planning and operation management to campus departments and Central Campus administration.
6 Space data
7 Space Inventory Services What kind of data Building data
8 Room data
9 AutoCAD Floor Plans
10 PDF Floor plans
11 Data collection Data is collected through various sources: Field audits and measurement of Space. Information provided by departments. Information provided by third party offices (i.e. Capital Programs, Real Estate, etc.)
12 Website access
13 Space Inventory Services
14 Sign in with your UCLA logon ID
15 Space Inventory Services Contact Us
16 Request for User ID
17 Back to space data
18 Space Inventory Services Look up your Space
19 My Space
20 My Space
21 My Space
22 Space Inventory Services To Navigate to a room
23 And click on a building on the map
24 Or Select building from drop down menu
25 To go to Floor
26 Or to see the library or to go to a room
27 to view images, drawings and pdf s
28 to view room data
29 to edit room data one room at a time
30 to edit room data one room at a time
31 References
32 Space Inventory Services Use Code & Description
33 Owner and user
34 Owner and User
35 Bulk changes
36 go to My Space
37 My Space
38 Download rooms and save file locally
39 Or select a building
40 And click on Export managed Rooms in this building (Active & Inactive) link
41 Download rooms and save file locally
42 Bulk edit File format Acceptable file format for BULK EDIT feature is in Comma Delimited Format (CSV). This can be modified in MS Excel, MS Access and many other programs but has to be saved as csv file format for a successful upload. A few things to keep in mind DO NOT modify data in any column that has a * in front of the label. This includes: *CRC, *Space Room LocID, *Property, *Building, *Building CAAN, *Floor. (first 6 columns, A through F).
43 A few other things Please do not modify any room records with the status as IN ACTIVE. To remove a room that does not exist in a building, please use a single room change request or the specifics to us at spaceinv@facnet.ucla.edu If a room does exist and is under renovation or alteration, please use the Use Code 010 Inactive and select appropriate Description Please keep in mind while changing the Use Code from research lab, lab support and office 200 series spaces to general Use Code in the 300 series. This affects Funding & Administrative Facilities criteria. If a room requires change in department code assignment, please submit a separate single room change request and Space Inventory with supporting documentation.
44 A few other things Fields like Master Key, Key Coordinator and Occupants can be easily updated in a more efficient way. For Occupant and Additional Occupants please use: LAST NAME, FIRST NAME per cell and add each occupant to the end of the row. For the Key Coordinator field please use LAST NAME, FIRST NAME; LAST NAME, FIRST NAME; Please do not add any key numbers to the field. Master Key field has three options. OFF, ON and UNKNOWN. A user can either leave the cell blank or type UNKNOWN if they are not sure about the Master Key status.
45 Space Inventory Services A few things to keep in mind Please only use official Use Code and Description entries. These entries can be found in the "References" section of the website.
46 ready to upload the csv file? Navigate back to home page and click on bulk edits
47 Please choose updated csv file to upload and add a brief description of the edit you are submitting and click Submit
48 The BULK EDIT file will go through an Error Analysis. The Analysis looks at the following: Records Submitted Invalid entries for Use Codes, Descriptions, Flooring, Etc. Actual Changes New Records If your file passes the initial Analysis, you have a choice to proceed or cancel. If you cancel, make the necessary corrections from the edited spreadsheet and resubmit. Please remember, ANY ERROR LINES listed will not be included in your request. After proceeding you will receive your Request ID# and the Space Inventory Team will process your request. Please feel free to call the Space Inventory Team with any questions on this process.
49 Navigate to My Requests to view requests in the system.
50 Reports
51 Reports
52 Reports are in pdf or excel or both
53 Building Reports
54 Building Reports
55 Building Reports
56 Building Reports
57 Reports continued
58 Room Reports
59 Room Report
60 Room Report
61 Room Report
62 Reports continued
63 Organization
64 Organization
65 Organization
66 Organization
67 Other Links
68 Links
69 Interactive Campus Map
70 Interactive Campus Map
71 Questions
72 Contact Us
73 Contact us: Jill Quezada Manager, Space Inventory Services Phone: Amit Singh Phone: Charles E. Young Dr. South, Ste 3170 Facilities Management Building Los Angeles, CA Mail Code: Admin Code: 3407
74 Thank you!
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