Facilities Inventory: Org Admin Responsibilities Cycle November 1-October 31
Last updated: July 28, 2022.
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Facilities Inventory Org Admin Responsibilities Cycle November 1 - October 31
| Nov | Dec | Jan | Feb | Mar | Apr | May | June | July | Aug | Sept | Oct | |||||||
| FIS OPEN | FIS CLOSED | |||||||||||||||||
| Complete New Facility Code Requests when notified by Data Analyst | Respond to Audit Requests | |||||||||||||||||
| Update System User security access and notify Data Analyst of changes | ||||||||||||||||||
| Respond to requests from Facilities Inventory Office / Review renovated spaces and floor plans for accuracy - alert FIG Drafter to any renovations | ||||||||||||||||||
| Annual review of System Users & Security - Due 11/30 | Audit begins |
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| Fall Building Review | (or) Spring Building Review | |||||||||||||||||
| Verify system users have access to floor plans | ||||||||||||||||||
| Attend New/Refresher Org Admin Training | ||||||||||||||||||
| Work with users on Annual Inventory Certification | ||||||||||||||||||
| Train System Users. Ensure system users are aware of Inventory deadlines. Contact Inventory office for additional training | Submit Annual Inventory by deadline! |
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System Users should walk spaces and compare to floor plans and PSI report |
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Transfer of spaces between orgs should be completed by |
Mid May |
Review annual inventory submissions from system users | ||||||||||||||||
| Meet with college/division finance staff for budget sign off | ||||||||||||||||||
| Complete self audit | ||||||||||||||||||
| Nov | Dec | Jan | Feb | Mar | Apr | May | June | July | Aug | Sept | Oct | |||||||
Each color represents different tasks that Org Admins are responsible for completing.
Facilities Inventory Cycle Nov 1 - Oct 31 |
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Deadlines |
√ | |
Each Month |
Review renovated spaces and floor plans for accuracy and alert FIG Drafter to any renovations | |
| Complete New Facility Requests when notified by Data Analyst | ||
| Update System User Security access, adding and deleting users as needed | ||
| Request floor plan access for system users | ||
Nov |
FIS OPENS |
|
| Annual review System Users and Security and notify Data Analyst of changes. Due November 30 | ||
| Fall building review in progress | ||
Dec
Fall building review in progress |
| |
Jan |
Fall building review due by end of January | |
Feb |
Spring building review in progress | |
Mar |
Spring building review in progress | |
Apr |
Spring building review due mid-April | |
| Request floor plan access for system user | ||
| Attend New/Refresher Org Admin training | ||
May |
Work with users on annual inventory certification | |
| Train system users | ||
| Ensure system users are aware of inventory deadlines | ||
| Contact Facilities Inventory Office for additional training | ||
| Verify users have access to floor plans and reports | ||
| System Users should walk spaces and compare to floor plans and PSI report | ||
| Transfer of spaces between orgs should be complete by mid May | ||
June |
Work with users on annual inventory certification | |
| Train system users | ||
| Ensure system users are aware of inventory deadlines | ||
| Contact Facilities Inventory Ofice for additional training | ||
| Verify users have access to floor plans and reports | ||
| System Users should walk spaces and compare to floor plans and PSI report | ||
July |
Work with users on annual inventory certification | |
| Train system users | ||
| Ensure system users are aware of inventory deadlines | ||
| Contact Facilities Inventory Office for additional training | ||
| Verify users have access to floor plans and reports | ||
| System Users should walk spaces and compare to floor plans and PSI report | ||
| Review annual inventory submissions from system users | ||
| Meet with department finance staff to ensure proper room coding | ||
| Begin self audit | ||
Aug |
Work with users to complete annual inventory certification | |
| Complete self audit | ||
| Submit annual inventory certification | ||
FIS CLOSES |
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Sept |
Respond to audit questions from Facilities Inventory Office | |
Oct |
Respond to audit questions from Facilities Inventory Office | |