SUBJECT:

2019-2020 Biannual Space Information Reviews

Each year, the UC Office of the President (UCOP) requires all campuses to conduct an annual Facilities Inventory and uses this space information to help compile statutory corporate reports required by the State of California.

In May, the campus launched the Facilities Information Management (FIM) Space system for space management to promote efficient allocation of administrative, educational, and research space. In addition to providing UCOP-required information, FIM Space will help provide UC San Diego with more accurate space utilization information and tools to optimize space resources and support strategic decision-making.

To ensure the accuracy of space and occupancy information, UC San Diego will conduct biannual Space Information Reviews during fall and spring quarters. We seek your support to maintain up-to-date information about space and the people who use it. Moving forward, all campus space managers and their designated staff will be expected to record and maintain occupancy/vacancy/utilization information in the FIM Space system throughout the year as changes occur. To support the 2019-2020 biannual review requirements, Campus Planning will validate Space Information Reviews through data analysis and site visits, as necessary.

For the upcoming UCOP-required Fall Space Information Review, space managers should accurately enter and maintain department allocation, space classification, workstation counts, and review floor plans and spaces in the FIM Space system. The deadline for updating FIM Space is November 1, 2019.

For the campus-required Spring Space Information Review, space managers should accurately enter and maintain department allocation, space classification, workstation counts, office occupancy, research group allocation, and review floor plans and spaces in the FIM Space system. Spring quarter review data will help departments and Vice Chancellor areas during the annual fiscal budget planning process. The deadline for updating FIM Space is April 17, 2020.

For more information about biannual Space Information Reviews, visit https://go.ucsd.edu/2MPPHj9.

Campus Planning and Information Technology Services will continue providing support to help space managers meet these deadlines in addition to working closely with departments to integrate the FIM Space system into their business processes. For FIM Space system support and training resources, visit https://go.ucsd.edu/2HmXD6K. If you have questions or concerns, please contact Kirk Belles, kbelles@ucsd.edu.

We appreciate your support of these critical business practices.

Gary C. Matthews Vice Chancellor - Resource Management and Planning Pierre Ouillet Vice Chancellor and Chief Financial Officer Vince Kellen Chief Information Officer Information Technology Services Robert Clossin Director Campus Planning