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Facilities and
Campus Services

Facilities Inventory: Access to System and Reports

Last updated: April 28, 2022

Back to the Facilities Inventory Documentation
 

Staff in the Facilities Information Group grant access to the facilities inventory system through requests received from facilities inventory org admins for each college or division.  Each user of the facilities inventory system must have a Cornell University NetID for log in access.

Specific access to a particular role must be set for a NetID before that person will be able to see information associated with the facilities inventory.

Note that data in the facilities inventory is current only once a year, in late August when updates are complete for rooms and buildings as of the previous June 30th.  During other parts of the year, only a portion of updates which have occurred since July 1st will have been entered by the approximately 300 people in more than 500 units who are responsible for keeping the data current.

Access to the facilities inventory is set by Kuali Financial System, KFS, org codes.  These are numerical codes which represent a university unit.

Table 1.  Example KFS org codes.

 

Each of the more than 65,000 rooms in the facilities inventory system is associated with one or more KFS org codes.  

 is created by assigning NetIDs to orgs.  

These settings also control what data the user can see in the Oracle Analytics Server, OAS, reports associated with facilities inventory data.  For example, a user with access to all rooms in the 

Because of the way these access permissions are set and translated into access by facility code

The Facilities Inventory data snapshot from the previous day establishes the current org presence in the room, and interprets that into user privileges.  This is applied to data in the current fiscal year as well as historical look ups.

 

Org presence in a single room allows access to all the rooms in a building, with write privileges to rooms with that org presence and read access to the rest.

 

End dating an org presence in a room changes the privileges for that room:

  • If this is the only room in the building with your org presence, and that org presence is end dated you will no longer have access to rooms in this building
  • If you continue to have org presence in other rooms in the building, these rooms will still be accessible to you, but the end dated presence will become read only as of the next day after the end date.

User Roles

Each user of the facilities inventory system is granted one or more roles

 

  • FIG – Facilities Information Group (Application Managers) – Highest level of access in the system with full editing capabilities for all aspects of facilities inventory.
  • Organization Administrators - the name ‘Org Admin’ is based on the legacy concept of an ‘org’. In the legacy system, ‘orgs’ are the highest level and are colleges or administrative units (e.g. Vet College, OHR, etc). The KFS equivalents are the C type college/division orgs. Org admins will have the following access:
    • Editing capabilities for rooms with department/section (D and S types) presences that fall under their domain. A domain will typically be one or more C types: college or division.
    • Ability to add any department/section, even if not in their domain, to a room where they have an existing department/section presence within their domain.
    • Ability to change an existing department/section presence within their domain to any department/section, even if not in their domain.
    • Read-Only capability for all rooms and departments/sections in facilities in which they have a presence within their domain.
    • Read-Only capability for complexes that contain facilities in which they have a presence within their domain.
    • Editing capabilities for complexes that they own (based on Complex Ownership field).
    • They will have read only access to facility detail but have access to the link “show all rooms in a facility” this returns the room search results page.
  • Department users – the name ‘Department user’ is based on the legacy concept of a ‘department’, which was the only level below the legacy org admin. In KFS these users can be assigned security to departments, sections, or sub-sections (D or S types). A Department User’s domain will be all orgs that roll up to the department or section they are assigned. Their access will be as follows:
     
    • Editing capabilities for rooms with department/section (D and S types) presences that fall under their domain.
    • Ability to change an existing department/section presence within their domain to another department/section within their domain.
    • Read-Only capability for all rooms and departments/sections in facilities in which they have a presence within their domain.
    • The facilities above will include complexes that contain buildings with rooms where their departments/sections have a presence.
      • They will see the complete list of members in the complex.
      • For rooms displayed on the rooms search results page they have editing capabilities for rooms with department/section (D and S types) presences that fall under their domain and read only access to all other rooms and departments.  (This is the same access they have for all facilities, room, department/sections in their domain.)

  • Read-Only Access – provides read-only access to rooms in all facilities for those who work in central university services such as Cornell Information Technologies or the Facilities and Campus Services division.