Facilities Inventory: Access Permissions

DRAFT:  January 16, 2024

Back to the Facilities Inventory Documentation 

Who Has Access

Access to the facilities inventory system and data reports is provided on an as-needed basis.  About 600 people at the university have access to the data and of those about 300 have the ability to review and make mandatory annual updates to the data as required by university policy 2.7, 

Access Controlled by KFS Orgs

Access is controlled by assigning NetIDs to KFS college/division, group, department or section orgs.  There are more than 3,000 of these orgs, about 500 of which currently have rooms assigned to them in the facilities inventory.

Rooms are assigned only to department or section-level orgs.  In general, try to assign rooms to the highest department- or section org in the hierarchy as possible.

Table 1.  Example KFS Hierarchy

The number of levels of groups, departments, and sections in the hierarchy varies widely by college.  Rooms are currently associated with the four org codes marked in bold in the table above.  

The list of active KFS orgs can change daily in the early morning.  

Facilities Inventory System

All users are given access to the facilities inventory web site at [new link].

Org presence in a single room allows access to all other rooms in a building, with write privileges to rooms with that org presence and read access to the rest.

If you remove all of the orgs to which you have access from a room, you will no longer be able to make edits to the room [the next day?].

Oracle Analytics Server (OAS) Access for Reports and Data Extracts

Data from the facilities inventory is copied early the following morning [weekdays?, Tues-Sat?] to the Oracle Analytics Server (OAS) reporting system.  All users of the facilities inventory system are granted access to these reports.

Categories of Access

Facilities Information Group (FIG) Application Managers

Facilities Information Group Application Managers have the highest level of access in the system with full editing capabilities for all aspects of the facilities inventory.

Organization Administrators

‘Org Admin’ is based on the legacy concept of an ‘org’. In the legacy system, ‘orgs’ are the highest level and are colleges or administrative units (e.g. Vet College, OHR, etc). The KFS equivalents are the C type college/division orgs. Org admins will have the following access:

SOME OF THIS HAS CHANGED

• Editing capabilities for rooms with department/section (D and S types) presences that fall under their domain. A domain will typically be one or more colleges/divisions.
• Ability to add any department/section, even if not in their domain, to a room where they have an existing department/section presence within their domain.
• Ability to change an existing department/section presence within their domain to any department/section, even if not in their domain.
• Read-only capability for all rooms and departments/sections in facilities in which they have a presence within their domain.
• Read-only capability for complexes that contain facilities in which they have a presence within their domain.  [Facility view or room view?]
• Editing capabilities for complexes that they own (based on Complex Ownership field).
• They will have read-only access to facility detail but have access to the link “show all rooms in a facility” this returns the room search results page.

Department Users

The name ‘Department user’ is based on the legacy concept of a ‘department’, which was the only level below the legacy org admin.

Can change the room-department status for all orgs assigned to rooms in a building to which they have access to at least one org.

Can change the room-department percent share for all...

Changes are logged.  To view who made a change to a room most recently consult the X.

In KFS these users can be assigned security to departments, sections, or sub-sections (D or S types). A department user’s domain will be all orgs that roll up to the department or section they are assigned. Their access will be as follows:

• Editing capabilities for rooms with department/section (D and S types) presences that fall under their domain. [This has changed?]
• Ability to change an existing department/section presence within their domain to another department/section within their domain.  [This has changed?]
• Read-only capability for all rooms and departments/sections in facilities in which they have a presence within their domain [or is it college?]

[DELETE DESCRIPTION OF COMPLEX ACCESS?]

• The facilities above will include complexes that contain buildings with rooms where their departments/sections have a presence.
  • They will see the complete list of members in the complex.
  • They will have read only access to facility detail but have access to the link “show all rooms in a facility” this returns the room search results page.
  • For rooms displayed on the rooms search results page they have editing capabilities for rooms with department/section (D and S types) presences that fall under their domain and read only access to all other rooms and departments.  (This is the same access they have for all facilities, room, department/sections in their domain.)

"Read-Only All" Access

Users with this access can view room data and annotated floor plans for all of the more than X facilities and approximately 65,000 rooms.   [and see facility data for all facilities?]

Facilities data is available from the X view.

Room data is available from the Y view.

Annotated floor plans are available by Z.

Printable PDF floor plans are available by searching the "Find Facilities Information" web pages.

Note that to download room data to a spreadsheet, use the Oracle Analytics Server (OAS) reports instead of logging in to the facilities inventory system.

[Do users with read-only access see the "Room Updates" view if they have no permissions other than "read-only"?]