Facilities Inventory Roles and Responsibilities

This document describes the roles, responsibilities and best practices for users of the Facilities Inventory System.
 

Application Managers

The application managers of the facilities inventory system have the highest level of access with full editing capabilities for all aspects of the facilities inventory.

• Oversee use of the Facilities Inventory System.
• Enable access for Organization Administrators, Department Users, and Read-Only users.
• Manage and maintain the system.
• Perform final system status approval for all space inventory updates each year.
• Reset the system at the end of the annual update cycle.
• Oversee the system as the Official University Record for space inventory.
• Communicate with the university community including providing system documentation.

Organization Administrators

Organizational Administrators are accountable for the certification of all spaces within their orgs.

College-Division level of access in the system with editing capabilities for org codes within your organization and Read-Only for other orgs in facilities in which you have a presence.

• Responsible for the annual certification of inventory space data.
• Maintain a current list of inventory users in their college and division and requesting user privilege updates from the application managers as roles change.
• Assign org codes to new and renovated spaces.

§  We recommend disseminating the SharePoint information to department users within two weeks of notification by the lead drafter of the availability of renovated rooms in the inventory system.

• Complete New Facility Code Request Forms.
  • Note:  We recommend completing New Facility Code request forms within two weeks of being notified by the Data Analyst.
• Provide first line of support for Department Users for system training, troubleshooting, communicating deadlines and related communications.
• Establish timely deadlines for Department Users to meet Inventory established deadlines.
• Provide org level review, approval, and submission of updated information for all subordinate orgs. 
• Transfer rooms to other orgs.
  • Note:  We recommend completing that all room transfers by mid-May. Provide support as required to Building Coordinators conducting the fall or spring review of floor plans.  This task is managed differently by each college and division.·      
• Perform high level self-audits of room data using tools provided by Facilities Inventory.

·       Coordinate the end of cycle audit with college/division finance officers for their sign-off on the room data for budget purposes.

·       Act as College-Division representative to the Application Manager on various issues:

§  Questions and concerns about using the inventory

§  Suggestions for improvements/enhancements

§  Problems with the system.

§  Belong to the org admin mailing list.·      

Attend annual kick-off meetings and training sessions as required.

Department Users:

• Department users have department and section level access to the system with editing capabilities for rooms associated with their departments and read-only access to information about other rooms in facilities in which their departments have a presence.
• Responsible for the annual update of all space inventory, occupant, and organized research data for spaces occupied by their departments.Belong to the inventory users’ mailing list.

Read-Only Users:

Read-Only access to the facilities and rooms within the system is assigned by the Facilities Inventory Office.  Currently there are two predetermined ranges:

•  University level Read-Only (RO) access gives access to view but not edit the inventory data for all facilities and rooms. 
• College Officers and their Organization Administrators can be granted read-only access to all academic facilities/rooms based on an agreement between the college officers that it was desirable for the members to share read-only access to each other’s academic spaces.

Academic facilities are those occupied by the following organizations: 

Last updated:  2/23/21 – v2, jbv2 & jb48.