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Facilities and
Campus Services

Facilities Inventory: Data Available for the Current Fiscal Year

Content created:  November 15, 2024

Back to Facilities Inventory documentation

At different times of year, the facilities inventory data has differing statuses.  Table 1 shows the status of data in the facilities inventory system during a typical fiscal year.  Note that during much of the year, the information present for specific rooms can be a number of months out of date. 

Table 1.  Status of Facilities Inventory Data by Time of Year

Time PeriodStatus of Available Information
Early November through June 30th

Approximately 300 inventory users in about 36 colleges and divisions update facilities inventory data for more than 65,000 rooms associated with more than 500 units so that the data describes the rooms as of the coming June 30th.  The progress of these updates varies widely by college and division.  It can be tracked by college on the progress page for updates.  Before inventory users have completed their mandatory annual updates as described in University Policy 2.7, the available information is current as of the previous June 30th.

Facilities Information Group staff update floor plans to include changes which have taken place and enter renovation changes submitted by campus building coordinators as part of an annual review process. 

July 1st through mid-August

College and division "org admins" review and approved room information so that the data is current as of the June 30th which has just past.  Because facilities inventory data is used as the basis for a number of bills, org admins submit the inventory data to their finance staff for review and approval.

Mid-August through early November

The inventory is closed so that no updates are entered while the Office of Cost and Capital Assets in the Division of Financial Services performs audits.  A small number of corrections to room data are made as a result of audit findings.  The data remains static and is current up to the previous June 30th.  No changes which have occurred since July 1st of the current fiscal year to rooms, facilities, or floor plans are present in the facilities inventory during this period.