Physical Facilities Inventory - Instructions

Background

University Planning is responsible for maintaining the physical facilities inventory, as well as reporting space inventory information to the Oklahoma State Regents for Higher Education, the administration of Oklahoma State University, and the National Science Foundation. The physical facilities inventory is critical to that end and to successful compilation and negotiation of future indirect cost rates for the University.

All space is assigned to departments by building numbers and room numbers and is classified by room use and by program. The records for assignable space are updated annually when a report is distributed to each department listing assigned space by building number and name and by room number. For each room, the report lists the room's square footage, the presently assigned room use and program codes and, if applicable, proration and capacity information.

A list of buildings, sorted both alphabetically and numerically can be found on Geospatial Systems' website by clicking here. The list of Program Codes and Room Use Codes, as well as detailed descriptions of the Room Use and Program Codes used in the physical facilities inventory are posted on University Planning's Space Management page. Floor plans for buildings which have been remeasured, redrawn, and linked in Archibus are also available on the web.

Verification Schedule

University Planning must comply with federal and state guidelines in the maintenance of the physical facilities inventory. A physical facilities inventory is sent to each department annually to be reviewed. A representative from this office verifies a department’s assigned space and room use, on a biennial basis, by walking through the area with a departmental representative.

Walk-throughs of the majority of academic departments are completed in the fall; walk-throughs of administrative areas are completed in the spring.

Field Definitions

Building Number, Building Name, and Room Number: These fields are self-explanatory. Please verify the room numbers in the building match the room numbers on the floor plan and note any discrepancies on the physical facilities inventory and contact Geospatial Systems to correct the change.

Assignable Square Footage: Assignable Square Footage is the square footage for the entire room, whether or not the room is prorated. If you believe the square footage shown is incorrect due to renovations, please indicate so on the inventory or in a separate note and contact Geospatial Systems to correct the changes.

Calculated Square Footage: The Calculated Square Footage is listed for two reasons: (a) for prorated rooms, it lists the square footage based on the percentage of use; and (b) it allows us to give you a more accurate total square footage for your department (plus or minus a few square feet due to rounding).

Capacity: This field is meant to apply to the following room types only. If the capacity is missing or incorrect, please correct the number:

Actual Headcount: This field should be used in conjunction with "Capacity" and is only for use with Faculty (310A), Staff (310B), Secretary (312), and Graduate (311) offices. For example, if an office is set up for a capacity of six graduate students but only four graduate students are currently occupying the room, Capacity will be listed as "6" and Actual Headcount as "4".

Room Use Code: A list of valid room use codes is available here. The complete descriptions of room use codes are available here.

Program Code: A list of valid program codes is available here. The complete descriptions of program codes are available here.

Please note program "&&" is used for academic office facilities (the 300 room use series). This is done so we may automatically prorate academic office space based on funding of salaries for each academic department. Dean and other administrative offices should use the appropriate program function.

Although the room type and program codes are generally independent of each other, there are certain combinations which correlate:

Class Laboratories (room types 210, 215, 220, and 225) should always have an Instructional program code (011, 012, 013, 014, or 015)
Research/Non-class Laboratories (room types 250 and 255) should always have a Research program code (021, 022, or 023)
Special/Non-class Laboratories (room types 260 and 265) will generally have a Public Service program code (031, 032, or 033), although the category may be used for any laboratory which is not instructional and not research.

Prorating a Room: Each room is classified by home department, room use, and program type. It is possible for a given room to be assigned to more than one department and/or have more than one function. Whenever a room has more than one function (or is shared by more than one department) you will see a "P" under the column "Prorate Code" and the percentage of the room used for said function under "Prorate %." You will see only the portion of the room assigned to your department.

Stores Account: This field will be "Y" for rooms used in conjunction with a stores account (ledger 2). It will be "N" for all other rooms. A stores account is used to bill for services or goods. Examples include: a chemistry lab supply room from which supplies are sold to students; an electron microscope room in which time is paid for by different departments; and a room used for duplicating services to several departments. This field is very important in recouping indirect costs from the federal government. It is the easiest way for us to ensure we are not charging the federal government twice for research expenses.

Lab/Room Condition Code and Deficiency: These two fields were added to assist in preparing the response to the National Science Foundation's survey of research space. In addition, we requested input from department heads with research space in using a similar coding system for ALL rooms and not just laboratory space. The majority of responses agreed these would be useful items to use as a review of the condition of departmental space. As a result, we added these two fields to the inventory. Both fields are required for laboratory space (Room Use codes 210, 220, 250, and 260) but are optional for all other rooms.

Lab Condition Code:

A - Suitable for the most scientifically competitive research in the field

B - Effective for most levels of research in the field but may need limited repair/renovation

C - Requires major renovation* to be used effectively

D - Requires replacement

*Major renovation refers to an extensive repair project resulting in facilities equivalent, or nearly equivalent, to new facilities in their ability to support research.

If you wish to keep track of the condition of rooms (other than labs), the following coding structure may be used in the same field:

Room Condition Code:

A - Suitable for the intended purpose

B - Effective for the intended purpose but may need limited repair/renovation

C - Requires major renovation* to be used effectively

D - Requires replacement

*Major renovation refers to extensive repair project resulting in facilities equivalent, or nearly equivalent, to new facilities.

Occupant/PI: These fields should be used for all offices (310 series, 311, and 312) and all non-class labs (250 and 260). Please list the name(s) of the person(s) occupying the office (including Graduate Assistant Offices) or the principal investigator(s) of the lab. Four fields are provided for multiple occupancy rooms. If the room has more than four occupants, please list everyone. If the room's occupants are undergraduate student assistants or graduate students not on appointment, please note the name as “# Students” (with # being the actual number of these students in the room).

Lab Data: This set of fields will provide statistics about the availability of certain features of a lab. This field is True (T) for the following features:

Benches
Water
Gas Hookups
Fume Hood
Special Instrumentation

If a room contains any of these features but is not currently listed as a lab, please identify the features available in the room.

Department Description: This field is optional. Short descriptions of the room are written in this field. For example, most of the 315A Office Service rooms now indicate what is stored in the room or how it is being used (a workroom with copier, fax, etc). If a room had a specific name or purpose, the name or purpose can be written in this field.

Additional Comments

Ownership: If a room no longer belongs to your department, please cross it out and indicate (if known) the department currently using the room. If your department has rooms not listed on your inventory, please add them at the end of your inventory in the spaces provided or on a separate spreadsheet.

If a room is currently assigned to your department but you have temporarily "loaned" it to another department, please list the department currently using the room. A field has been added to the database to indicate a different department is actually using the room. Because the inventories are now printed by "User" department, the "Owner" departments will receive a separate list of their rooms being "used" by another department.

Inactive Space: Any space (lab, special purpose, office, etc.) not being used in any manner during the fiscal year should be coded as Room Use 051 (Inactive-Assigned) and Program 081 (Capable of Use) or Room Use 061 (Alteration/Conversion-Assigned) and Program 082 (Incapable of Use). If an office is vacant at the time of the inventory or walk-through but the position is expected to be filled during the current fiscal year, the office can be coded appropriately (Faculty Office, Staff Office, etc.); however, the first "Occupant" field will be listed as "Vacant."

Emeriti Offices and Non-University Units Occupying University-Owned Facilities: If the occupant(s) of an Emeriti office do not currently hold a University appointment, the room is considered a courtesy office. The courtesy Emeriti office should be listed as Program Code 101 (Independent Operations/ Institutional). If the Emeriti have a current appointment with the University (even if it is only 0.10 FTE), the office should be coded as normal (usually &&). If non-University agencies occupy space currently assigned to your area, please indicate the official name of the agency on the update line for those rooms. These non-University rooms should be listed as Program Code 103 (Independent Operations/Outside Agencies).