Annual Space Survey

Introduction

Per federal, state, and local reporting requirements, the university is obligated to conduct a space survey (inventory) every year. This information is subject to the National Science Foundation Survey of Sciences and Engineering Research Facilities, the Clery Act, Illinois Board of Higher Education (IBHE), the Capital Resource Allocation and Management Program (RAMP), the Real Property Utilization Report, the Campus Profile, the Integrated and Value-Centered Budget model (IVCB), the Higher Education Facilities Management Association, F&S daily operations and various other reporting entities for examination and inspection of the space information for reporting purposes.

The survey is conducted in Archibus Web Central every spring and is open for approximately 6 – 8 weeks. Actual survey dates are determined in January of the fiscal year being inventoried.

The FY24 survey reporting period is June 3rd – July 12th, 2024. F&A Survey participants are excluded from the Annual Space Survey for 2024.

Space Survey Process

1. F&S, Facilities Information Resources department will send out an email announcing the survey dates and that the survey is available in Web Central. The email will include links to the Space Survey User Guide, Archibus Web Central User Guide, Web Central User Account Request Form and Space Maintenance Reference Guide as resources for updating your space data through Archibus Web Central.

2. One or more individuals from each unit, designated by the facility manager or department head, needs access to Archibus Web Central with “view and edit” permissions either Campus Space role or Department Space role. Units may already have individuals with these permissions as part of each unit’s ongoing review and space change request process. Their existing Archibus Web Central accounts may be used to complete the Campus Space Survey.

3. Individuals completing the space survey shall also update the location of all personnel in the People in Space view to meet safety procedures. Facilities Information Resources department will provide an Archibus Web Central user guide to assist with adding/updating your employee locations.

4. Upon completion of the survey, a “Space Survey Certification” form is required to be signed by the individual completing the survey and will be kept on record to fulfill auditing requirements.

5. Updates to the space inventory database system will be reflected in the Enterprise Data Warehouse.

6. A team of F&S staff and students will survey selected areas to validate the data collected.

7. In addition to indicating that a particular space be relinquished in ARCHIBUS, units should complete the Space Release Request Form in the following link: https://forms.illinois.edu/sec/9247603. This request will be reviewed by Campus and, upon acceptance, shall be updated in the system.

Training Materials

Facilities Information Resources (FIR) Space Management has developed several helpful videos to help users navigate the Annual Space Survey reporting process and answer commonly asked questions about various informational steps and account aspects. The sessions and the associated presentation material is available below for the following topics.

Survey Overview and Process (Video) (File)
Survey Relinquish Space (Video) (File)
Survey Leased Space (DEMIS Space) (Video) (File)
Survey Verify Space (Video) (File)
Survey Certification (Video) (File)