Facilities Inventory: Process for Reviewing and Updating Rooms

Download an Excel spreadsheet of the room information already in the facilities inventory system.

Make a list of the facilities where you have rooms.

Download floor plans for the facilities and floors where you have rooms.  

Walk around the spaces listed in the spreadsheet using the floor plans and room list to determine what information needs to be changed.  You are specifying how the room is used for the fiscal year which began on the previous July 1st and ends on June 30th of the current year.

Verify

the room type

the function codes

the KFS org

and the CC/EN value

for each room.

Not sure what these values should be.  Consult your org admin.  If the org admin does not know the answer, they can write to 

Common combinations of room types and function codes.

Note that the facilities inventory system requires no information about which people occupy each room, only how the room is used.

Provide your org admin right away with a list of rooms which are in your inventory and should not be or rooms which are missing from your inventory.  Transferring rooms can take time and involve a small group of people.

[Not ownership].

If you cannot visit all the spaces, for example, because some are in another state, talk to people who can visit the rooms and can provide you with information.

Set all rooms where no changes are necessary to the "Reviewed" status.  [If you are an org admin doing the inventory yourself without help, then set the rooms to "Approved"].

Edit rooms where changes are needed.