U I C, University of Illinois at Chicago Banner
FREQUENTLY ASKED QUESTIONS

[ + ] 1. What is “Current Data”?

Current Data consists of all data attributes that are maintained and updated on real-time basis.
Current Data is comprised of:
a. Space Ownership
b. Room Type
c. Room Use
d. Room Area
e. Floor Plans

How is Current Data managed?
One of most valuable assets to the university is its Current Data. In order to assure the accuracy of the Current Data, campus departments are urged to report any changes in room type, remodeling or assignment of space. Changes may be reported by department gatekeeper via email. Campus project managers report changes by way of submittal protocols.

[ + ] 2. What is “Historical Data”?

Historical Data consists of all data attributes that are updated during survey period ONLY. These archived attributes are therefore, a point-in-time over a fiscal year. Historical Data is comprised of the following and is searchable ONLY by survey year:
a. Space Ownership (at the time of the Survey)
b. Room Type*
c. Room Area
d. Room Use
e. Room Function Codes (for the duration of the fiscal year)
f. PI and Grants (for the duration of the fiscal year)

How is Historical Data managed?
Historical Data is gathered annually through the on-line Space Survey application. Historical Data section has reports for the data attributes (a. thru f.) that are collected during the survey and are archived by survey year.

[ + ] 3. Where can I find information about space in a building?

There are four ways to access building space data:
a. To view the current list of buildings with basic details, go to Space Data, and click on Buildings Summary link.
b. To view current details of a building, go to Space Data -> Current Data and click on "Standard Reports".Then click on Building Details report.
c. Another way of viewing details of a building is to go to Space Data -> Current Data and click on Buildings Summary. This report gives you the flexibility of viewing details for more than one building at a time.
d. To view historical data for a building, go to Space Data -> Historical Data and then click on Room By Room Report by Survey Year report.

[ + ] 4. Where can I find information about space assigned to a department?

There are three ways to access departmental space data:
a. To view current space details for a department, go to Space Data -> Current Data, click on "Standard Reports". Then click on Organization level Reports.
b. To view interactive space details for a department, go to Space Data -> Current Data and click on Interactive Reports. This report gives you the flexibility of viewing details for more than one department at a time.
b. To view historical space details for a department, go to Space Data -> Historical Data and then click on Room By Room Report by Survey Year. Select the year, and the appropriate values in the filters and run the report.

[ + ] 5. Where can I find the Floor Plans?

There are three formats for the floor plans:
Click on “Space Floor Plans” under “Floor Plans” to access them.
a. Floor Plan – PDF non-highlighted (black and white)
b. Floor Plan – PDF highlighted (color highlight by department assignment)
c. Floor Plan – Autocad (CAD software required)
Additionally, floor plans are also found in the building details page and campus/admin/college/school/department/organization details page.

[ + ] 6. How do I update my department's space data?

All departments are required to verify and update their space data annually, during the Space Survey period. If you wish to make changes outside this period, please email fim@uic.edu and CC your department's gatekeeper (space manager) on the email. List of gatekeepers can be found here. Only certain types of changes such as updating space assignment, room type changes and floor plan changes are done in real-time. Remaining attributes such as room utilization, PIs and Grants can only be updated during the survey period.

[ + ] 7. Who is a "Gatekeeper"?

Simply put, a gatekeeper is a space manager. Gatekeepers are the only ones that can fill out the space survey each year and update their respective department's space data. List of gatekeepers can be found here

[ + ] 8. What is "Space Survey"? Why don't I have access to it?

Our office is responsible for maintaining UIC’s space inventory system which provides relevant facilities-related information for issues concerning space management, allocation, and utilization. We maintain a comprehensive database documenting all the space in our buildings. Each year, we conduct the "Space Survey" where all the departments are required to verify and update their space data in our system. Every three years, we partner with OBFS Grants and Contracts to conduct a formal facilities inventory review for the purposes of a Facilities and Administrative (F&A) Rate Proposal.

The survey is an online application and only the gatekeepers have access to it. List of gatekeepers can be found here

[ + ] 9. Where can I find Construction/Record drawings other than the space floor plans?

The majority of all architectural, structural, mechanical, electrical, piping and communications drawings used for the campus buildings and grounds are available digitally. These files can be accessed by clicking "Record Drawings" tab in the navigator menu.

[ + ] 9. Where can I find the ACCC Telecom Floor Plans?

Click on “ACCC Telecom Floor Plans” under “Floor Plans” to access them.

[ + ] 10. Where can I get the Campus Maps?

Click on “Maps” to access them or click here.

[ + ] 11. Why do I get “Unauthorized Access” message when I try to access a page?

Different pages on the website may have different security access levels. Please contact fim@uic.edu to request access and provide your department details and list the pages for which you need access.

[ + ] 12. What is Room Use *?

Room Use Codes* categorize all the uses of assignable and non-assignable spaces found in campus buildings by their actual use. Room Use is assigned based on primary use. Refer to this page for more information on Room Use categories and sub-categories.

How is Room Use updated?
Room Use is widely updated during the annual on-line campus space survey. Department gatekeepers can communicate room use changes at any time via emailing fim@uic.edu

[ + ] 13. What is Room Type *?

Room Type Codes* represent the concepts for classifying the assignable and non-assignable space, by designed and constructed architectural use, within campus facilities. It denotes the intended use of the room based on its design or construction.
Example:
Room 425’s Room Type is Office (31000) (constructed as) however, Room 425’s Room Use is Office Service Copy/Mail (31515) (currently being used as)

How is Room Type updated?
Room Type defines how a room is constructed. Room Type descriptions generally originate from the architectural plans. A future renovation may require a change to the Room Type. It is the responsibility of the department gatekeeper to communicate a renovation at any time via email. Campus project managers report changes by way of submittal protocols.

[ + ] 14. What is the difference between Room Type and Room Use?

a. Room Type is defined by the designed and constructed architectural use of a room whereas
b. Room Use is defined by its actual usage. The two may not necessarily be the same.
Example: A room constructed as a Dry Lab (25010) but in reality, may end up being used as an Office (31000) instead. In this case:
Room Type is “Dry Lab (25010)” and Room Use is “Office (31000)”.

[ + ] 15. What are Room Functional Categories or Utilization (Space Use) Codes?

These codes** are used to allocate space across functional categories (e.g., instructional, research, public service, academic support). These codes are used primarily to link space allocations to financial data or to institutional missions (e.g., the proportion of space used for public service) or to analyze and compare space allocations across institutions according to commonly used functional categories. Refer to this page for more information on Function Codes

[ + ] 16. Where can I get the Room Utilization Data?

Room Utilization or Function is a “Historical Data” attribute of a room as it is collected only once during a Fiscal Year via Space Survey. It is NOT a "Current data" attribute that is updated on an ongoing basis. Click Space Data - > “Historical Data” and select the appropriate values in the filters and run the report to view utilization, or click here .

How is Room Utilization Updated?
Room utilization is updated once annually during the campus on-line space survey.

[ + ] 17. Where can I get the list of PIs and Grants for my department submitted during the survey?

PIs and Grants for a room are “Historical Data” attributes as they are collected only once during a Fiscal Year via Space Survey. They are NOT "Current data" attributes that are updated on an ongoing basis. Click “Historical Data” and select the appropriate values in the filters and run the report to view PIs and Grants.
Note: PI data is only available from 2012 onwards.

How are PIs and Grants Updated?
PIs and Grants information is updated once annually during the on-line space survey.

[ + ] 18. Whom should I contact if I have questions or comments?

Email fim@uic.edu for any concerns.

*Postsecondary Education Facilities Inventory and Classification Manual (FICM) defines major Room Use categories of assignable space and major Room Use categories for non-assignable space for all postsecondary institutions.
**Postsecondary Education Facilities Inventory and Classification Manual (FICM) (section 5.5.8)



UIC Logo  ©   Copyright 2016 The Board of Trustees of the University of Illinois