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Facilities Inventory: Reviewing and Updating Rooms

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Last updated: May 7, 2024

In order to complete the Cornell University annual facilities inventory, it is necessary to review each room associated with your organization, check the descriptive details associated with the room, make any necessary updates to describe the room as of June 30th, and then change the status of the room so that it is no longer "Open".

Access to the Facilities Inventory

To find your list of rooms, first you must have access to the facilities inventory system.  Access is provided by Cornell University NetID and an org code from the Kuali Financial System.  Org codes are a combination of four numbers and letters which describe an organizational unit at the university.  For example, the org code for 

If you try the steps below and find that you do not yet have access to the system, please talk to the "org admin" for your college and division who will help you request access to update the appropriate rooms.

Identifying Your List of Rooms

There are approximately 65,000 rooms in the facilities inventory associated with more than 500 organizational units.  The inventory automatically filters your view of rooms as described in the steps below to show you only the rooms associated with the KFS org codes associated with your NetID.  These are the rooms you need to update.

Steps to view your rooms:

  1. Log in to the web page https://prod.iwms.cornell.edu using your Cornell University NetID and NetID password.  If you are already logged in to another Cornell University system, you may not be prompted for your NetID.
  2. From the left sidebar, select the icon which looks like a small box with divisions, like a floor plan.  Clicking this icon takes you to the "Space Management" functions.
  3. From the menu options which appear next, click on "Views".
  4. From the list of views, select "1.40 Room Updates".
  5. The list which appears next is the list of rooms associated with the KFS orgs which have been associated with your NetID.
  6. You can see the total number of rooms by looking in the bottom left corner.  By default, the screen shows 50 rooms per page.  If you have more than 50 rooms, there will be multiple pages.

Steps to Review a Room

Each room is described by a number of characteristics.  These details must be reviewed and updated for accuracy for each room every year as described in university policy 2.7.  

Verify the Room Type

Verify the Function Codes

Verify the Station Quantity

Verify the CC/EN Values

Optional: Review the Brief Room Info

Steps to Update Room Details

Update the Room Type

Update the Function Codes

Update the Station Quantity

Update the Brief Room Info

Optional:  Add a Seat Assignment

Changing the Room Org Status from Open

It is necessary to change the "Org Status" from "Open" for all rooms in the inventory once you have reviewed the room description and made any updates.  Changing the org status indicates that you have visited the room and are confirming that the recorded information is accurate for the fiscal year ending June 30th.

If you are an inventory user, you will be changing the "Org Status" for your rooms from "Open" to "Reviewed" and then telling your college or division "Org Admin" that your work is complete before the deadline your org admin has specified for you to complete this work. 

Please ensure that you allow sufficient time to complete this work before the specified deadline so that your "Org Admin" and facilities inventory staff have adequate time to complete the work they need to do after you finish your part of the process, and the university can meet its overall deadline for all rooms to be error free and ready for auditing on time.  Updating rooms can take longer than you might expect.

If you are an "Org Admin", you will be changing the "Org Status" for your rooms to the final "Approved" status.