Facilities Inventory: Roles and Responsibilities
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Application Managers
The application managers of the facilities inventory system have the highest level of access with full editing capabilities for all aspects of facilities inventory.
- Primary overseers 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 to university community including 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.
- 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:
0100 |
CALS - College of Ag. & Life Sciences |
0200 |
CALS- Cooperative Extension Association |
0300 |
College of Human Ecology |
0400 |
College of Veterinary Medicine |
0500 |
Industrial & Labor Relations |
2000 |
College of Architecture Art and Planning |
2100 |
College of Arts and Sciences |
2200 |
Johnson Graduate School of Management |
2300 |
College of Engineering |
2400 |
School Hotel Administration |
2500 |
Cornell Law School |
3400 |
Research Division |
3600 |
Computing and Information Science |
3700 |
Cornell University Library. |