Facilities Inventory: Roles and Responsibilities

Back to the Facilities Inventory Documentation
 

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 facilities inventory system.
• Provide documentation and training on the use of the facilities inventory system.
• Reset system data at the end of the annual update cycle.
• Oversee the system as the Official University Record for space inventory.

• Communicate to the university community about use of the system and the data it contains.

   

Organization Administrators (Org Admins)

Organizational administrators, commonly called "org admins", are accountable for the certification of all spaces within their college or division.

Org admins can edit room data for all spaces in their college or division in the facilities inventory system.  Like all users, org admins can also view room data for spaces in facilities in which their college or division is associated with at least one space.

• 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 departmental users in their college or division to complete inventory updates so that all org admin review tasks are complete before annual deadlines established by the Facilities Information Group. 
• Approve room updates submitted for review by departmental users.
• Transfer rooms to other units.
   Note:  We recommend completing 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 Facility Information Group staff.
• Coordinate an audit with finance officers for their sign-off on the room data for budget purposes towards the end of the room update cycle.
• 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.  

• University level read-only access gives access to view but not edit the inventory data for all facilities and rooms.