Special Instructions for 2022-2023 Inventory

Documentation Updates

Accessing the Systems

• Facilities inventory used until 2023

• Oracle Analytics Server Reports

• Floor Plans

Instructions and Guides

• Organizational Administrator Contact List: Who to contact in each organization
• Bulk Edit: How to use the bulk edit tool to put rooms in hold or freeze.
  • Using Bulk Edit to add occupant comments to multiple rooms.
• CC/EN Codes: A guide to setting CC/EN codes. CC/EN values are used in the budget model under the Operations and Maintenance principle so that costs are funded accordingly.
  • Methodology for assigning Department and Org Codes and CC/EN values for Unclassified Non-Assignable and Data Processing – Computer Service Room Types.
• Changing and Adding Orgs: How to add a new department to a space, and how to end-date a department to “remove” them.
• Dates and Percentages: A summary of how to use start dates, end dates, and percentages for org presences and function codes, including a number of common scenarios.
• Exporting Data: Directions for exporting facilities inventory data to Excel.
• Floor Plans: Enter your facility code or name and choose Floor Plans from the left menu.
  • Need Access to Floor Plans? Write to facilitiesarchiving@cornell.edu
    All inventory users are granted floor-plan access with their inventory access, so no additional request is required.
• Room Types and Function Codes: A list of room types and function codes.
  • Common Room Type Issues: A short list of frequently incorrect room types.
  • Outside Agencies, Function 7.2
  • Walk-In Environmental Chambers (Research): A document which clarifies the use of the Walk-In Environmental Chambers (Research) room type.
• Historical room search: A guide for finding room information for prior fiscal years.
• Maximum Occupancy / Station Quantity: Defines the terms on the maximum occupancy screen and how to count station quantity.
• New User Reference Guide: An overview of major system features.
• Organized Research: Instructions for adding and removing room occupants and research accounts.
• Quick Reference Guide: A cheat sheet for finding open rooms and moving them to Hold. A quick guide for the close of the inventory cycle.
• Report User Guide: How to use Facilities Inventory Oracle Analytics Reports.
  • College Finance Officer Report Instructions
  • Standard Reports: A description of the standard reports available through Oracle Analytics.
  • Rooms by Room Type Report (PSI901A): Report to aggregate and review room type coding.
• Roles and Responsibilities: Defines the roles and responsibilities of Org Admins, Department Users, and others who use the Facilities Inventory System.
• Tips for using the Inventory System

Organizational Administrator Instructions

• Cycle End Audit: Instructions for Org Admins
• Org Admin Timeline: Yearly timeline of Org Admin responsibilities
• Org Transfers and Room Sharing: Steps for transferring and sharing rooms between orgs.
• New Org Admin Training Presentation
  • Budget Model Overview 
  • Contact information for budget, billing, and building performance questions.
• Renovation Data Process: Step-by-step instructions for room renovations.
• Room Number Modifications: We are asked often to modify a room number on floor plans. The linked page explains why this is not possible.
• SharePoint: Instructions for navigating SharePoint
  • SharePoint Site: FI Renovation Access and manage floor plans that reflect pre and post renovations.

Definitions and Standards

• Facility Naming: Defines the six different types of facility names and principles to apply during the naming process.
• Building and Room Definitions as defined by the university with clarification of special situations.
• Facilities Page Field Descriptions: A brief description of the data fields on the Facilities Detail page. This document references the links below for further information.
  • Building and Non-Building Subtypes
  • Campus Site (precinct)
  • Asset Assignment Chart
  • Facility Replacement Value
  • SFAAS Codes and Definitions
• SUNY Ownership Conversion: Crosswalk pre-AssetWorks ownership assignments to AssetWorks standard.
• Out-of-Service Buildings: Process and guidelines for moving a facility into “Out of Service” status.
• University Policy 2.7, "Reporting the Use of Facilities" includes tables defining room types and function codes.

Space Planning Office Resources

• Space Planning: The Space Planning Office is responsible for managing space in a systematic, purposeful manner, designed to optimize the use of space resources and to advance the mission and strategic priorities of the University.
  • Space Management Guidance: Additional resources from the Office of Space Planning office to help with questions on Office Space Guidelines and to how to schedule spaces for instruction or events.
  • Classification of Assignable and Non-assignable Space: Assignable space can be used for people or programs. Non-assignable spaces are those areas within a building that are essential to the operation of the building but are not assigned directly to people or programs (such as circulation spaces). This documents describes how to properly classify these space types.
    • Room Type Coding: A presentation on room type coding from observations made by Paulien & Associates in 2012. Guidance on defining rooms by usage.

Technical Issues and Related Information

• Browser Issues: We recommend the use of Firefox. If you experience problems please use your browser’s instructions for clearing the cache. If problems persist please send a help request to fi-help detailing the problem.
• Glossary of Errors: A listing of errors that can occur within the Facilities Inventory System.
• Security Roles: Describes the security roles and how roles drive the display of data.
• System Roll Over: What happens within the system when it transitions for use within a new fiscal year.