Archibus Space Management
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 either Dionte Sims (dmsims@uncc.edu) or student workers.
SPACE DISCREPANCY NOTIFICATIONS
At times, changes may occur to space of which we are unaware; for example: room numbers being changed. To help make it easier for anyone to report these discrepancies, Facilities Information Systems department created a new web form within Archibus Space Management called “Report A Space Discrepancy”.
The form is located under the Space Information heading on the task list of the Space Management Review Space Data role and under the Space Update Request heading for Space Manager roles.
Please help us by reporting any space discrepancies that you find using this new form. Once saved, the information will be logged into the system and an email notification will be sent to everyone on our team.
ARCHIBUS SPACE MANAGMENT MODULE
Space Audit Pilot
Over the last few months, the Facilities Management, Facilities Information Systems department has been working with the AVC Business Affairs to plan, design and implement a new Space Management Module that will be utilized campus wide. This new implementation is currently in the beginning phase of a pilot that will begin with the Business Affairs division.
In order to facilitate this pilot process successfully within Business Affairs, each Business Affairs Unit was requested to designate personnel who will serve as Space Auditors for their area. The training for these Primary and Alternate Space Auditors will begin in Februray.
This training will provide each space auditor instructions on how to print out valuable information and reports for internal use such as floor plans, room details and employee office locations.
Each designated individual will be responsible for conducting annual space audits and for updating space data for their unit, as required. Space audits will require physically confirming information about space each unit occupies such as room number, employee assigned to the space, and use of space. Identifying use of space includes tagging areas as a conference room, office, laboratory, classroom, etc.
Eventually, with the implementation of the Space Management Module, each department within the University will be responsible for updating and maintaining their own departmental space information.
As mentioned, the first phase of the Space Management implementation begins with the Business Affairs pilot. Once the Business Affairs auditor training pilot is completed, the next phase will be to begin training with the Academic Affairs division.
The goal of this initiative is a successful roll out of the Archibus Space Management module that will allow maximization of resources for continued campus growth.
SPACE MANAGEMENT BENEFITS
The New Archibus Space Management Module will:
- Provide an online interface for maintaining accurate levels of room data using both Space Audits and Space Update Request.
- Utilize an annual Space Audit for space room data verifications and updates
- Allow space change requests to be initiated at any time by assigned space roles; approvals and authorization process for space changes will depend upon space ownership and level of approval needed
- Enable various levels of audit (campus, department, building, etc) and tracking of all room data changes.
- Provide Accurate Drawings and Detailed Space Reports
- Allow designated space managers to view and update submitted Audit survey items and space change requests from a drawing view
- Provide Paginated Report options: Ability to view, print and copy Word Formatted drawing reports
- Generate a system email notification to all areas of responsibility when space changes are requested and approved
- Follow current campus Organizational Code naming structure for efficient approval processes.
- Enable actual space updates (room data and occupancy info) to occur on the lowest level (Sub-Department)
- Track changes associated with all room information updates including occupants, Grants, Program codes, etc
- Allow management of all unassigned spaces by the Division Level
- Facilitate overall campus growth initiatives: Space Management is the foundation for several Facilities Management projects including GIS/ESRI
SPACE DEVELOPMENT DOCUMENTATION
SOP 400: Space Management - Space Change Requests - Updated 7Apr2010
SOP 401: Archibus Space Audits - Updated 6Apr2010
Space WFs-Processes and Roles - Visio PDF
Space Email Generation Points
INSTRUCTIONS FOR PRINTING THE SPACE REPORTS
CODES USED FOR SPACE REQUEST FORM COMPLETION
TRAINING DOCUMENTATION
SPACE MANAGEMENT MANUAL - Draft Updated 28April2010
Paginated Printing Instructions
Printing the Room Export Report
Submitting a Space Discrepancy Report
ARCHIBUS TRAINING LINK
NOTE: All Scheduled Space Auditor Training Sessions will be held in Atkins Room 121 and require registration in order to attend since seating is limited.
To sign up for these training sessions or any other upcoming Archibus classes, please enroll via Skillport at: https://ninernet.uncc.edu/tools/skillport/.
UPCOMING ARCHIBUS SPACE MANAGEMENT - SPACE AUDITOR TRAINING
| Training | Date | Time | Location |
| Space Auditor Training Session | Friday, Feb 3, 2012 | 1:30 PM - 3:30 PM | Atkins 121 |
SPACE AUDITOR TRAINING POWERPOINTS
| Space Auditor Training | Month/Day | Additional Docs |
| Space Auditor Training (Open to All Assigned Space Auditors) | 18 Feb 2011 | Handouts |
| Space Auditor Training (Liberal Arts; Arts & Architecture | 20 Sept 2010 | |
| Space Auditor: Other Units (Chancellor, Student Affairs, Athletics, etc) | 11&12 Aug 2010 | |
| AA Space Auditor | 5 Aug 2010 | |
| AA Space Auditor | 28July2010 | |
| AA Space Auditor | 21July2010 | |
| AA SpaceAuditor | 14July2010 | |
| B.A. Space Auditor | 24July2010 |
ADDITIONAL TRAINING SESSIONS
| Type of Training | Date |
| B.A. Space Auditor Powerpoint-- College Admin Unit (Pilot) | 24 Feb 2010 |
| AA Mechanical Engineering Space Auditor Pilot | 20 April 2010 |
| Follow-Up Training Session | 18 May 2010 |
MEETING MINUTES
| Month/Year | Meeting Date |
| Feb 2010 | Feb 24, 2010 |
| Nov 2009 | Nov 18, 2009 |
| Oct 2009 | Oct 19, 2009 |
| Sept 2009 | Sept 14, 2009 |
| Aug/Sept 2009 | Sept 3, 2009 |
| July 2009 | July 9, 2009 |
| June 2009 | June 4, 2009 |
| May 2009 | May 13, 2009 |
