Space
Management
Policy
Goal
To assure University
owned, occupied, or leased spaces at the OU-Health Sciences Center
campuses in Oklahoma City, OU-Tulsa and satellite locations are
properly managed and budgeted as a capital asset.
Objectives
Objectives of the university space management system are to:
- Maintain and provide a space inventory, including architectural
floor plans and related text data.
- Provide meaningful data analysis and modeling of existing
and projected space needs.
- Conduct on-going facility audits with the objective of physically
verifying all spaces every two years.
- Conduct a review of space allocation on a periodic basis.
- Enable informed decisions and the equitable allocation of
space.
Space Planning and Allocation Process
The Office of the Senior Vice President and Provost is responsible
for the management and allocation of all space owned or leased by
the University of Oklahoma Health Sciences Center. For the Oklahoma
City campus, the Senior Vice President and Provost delegates substantial
responsibility to Facilities Management/Capital Planning. For OU-Tulsa,
the President for Tulsa operations delegates substantial responsibility
to the Vice-President for University Affairs at Tulsa, with some
staff support from the Facilities Management/Capital Planning group
in Oklahoma City.
Under the direction of the respective Provost or President, the
management process is as follows.
- The assignment of space to and reallocation of space from
academic or administrative units is done in collaboration with
the college dean or administrative head.
- Facility data analysis and space utilization reviews are conducted,
which may result in the reallocation of space.
- Conduct a review of requests for additional space and allocate
space as needed within existing resources.
- Complete special studies and reports to support the decision-making
process.
Reports and Work Products
- Space Allocation Reports by Campus, Building, College, Department,
Program Classification, Room Use Category, and Occupant
- University Facility Reports, Program Class and Room Use Summaries
- Research Expenditures per Net Assignable Square Feet of Research
Space and Three Year Trend Reports
- Space Utilization Report including Underutilized/Vacant Space
Studies
- Space Reallocation Plans
- Facilities Utilization Survey and Verification
- Research Space Verification for Indirect Cost Recovery
- Distribution of Space for University Annual Report
- National Sciences Foundation Survey Report
- Ad hoc reports and queries
Computer Integrated Facility
Management System
Computer hardware tools for facility planning and space allocation
consist of a Dell Power Edge 2600 Network Server, Minolta Magicolor
6100 desklaser plotter, a Dell OptiPlex GXi workstation, and access
to various network resources. Stations are networked to the campus-wide
area network and the Internet.
Software tools are both network and PC based. PC-based tools include
Microsoft XP, AutoCAD 2005 for facility graphics and Archibus/FM
14.3 for integrated graphic and data management. MS Word, Excel,
MS Access and MS Project Management are also utilized for various
special reports and queries.
Archibus/FM 14.3 provides a multiple document interface, enabling
users to simultaneously view and work with facilities drawings,
databases and business graphics. AutoCAD floor plans and Sybase
SQL database manager are fully integrated with the Archibus Space
Management Module.
Revised
August 9, 2004
