Office of Space Management U-Space User Guideosm.umn.edu/system/resources/USER__GUIDE_U-Space_v1.5[2].pdf · U-Space Survey Tool Procedures .....3 Logging in to the U-Space Survey

Office of Space Management

U-Space User Guide Version 1.5 March, 2011

TABLE OF CONTENTS U-Space Overview ..............................................................................................................................1

U-Space Roles & Responsibilities .............................................................................................................................. 2

U-Space Survey Tool Procedures ........................................................................................................3

Logging in to the U-Space Survey Tool ............................................................................................................ 3

Searching for a Location .................................................................................................................................. 5

Updating a Room Record ................................................................................................................................ 7

Change Request Workflow Process ................................................................................................................. 9

Change Request Workflow Process for Changes to Use Codes 120 and 410 ................................................ 10

Approving or Rejecting a Change Request .................................................................................................... 11

Recalling a Change Request .......................................................................................................................... 12

Viewing the Routing of a Change Request .................................................................................................... 13

Viewing a Room Allocation............................................................................................................................ 16

Updating Multiple Records............................................................................................................................ 18

Canceling a Saved Record .............................................................................................................................. 22

Updating Occupant Information ................................................................................................................... 23

Updating Principal Investigator (PI) Information .......................................................................................... 27

Entering Room & Allocation Notes ................................................................................................................ 34

Exporting Search Results ............................................................................................................................... 36

Visual Map ...................................................................................................................................... 38

Navigating Visual Map ............................................................................................................................................. 39

Visual Map Procedures............................................................................................................................................ 41

Use the Bird’s Eye View ........................................................................................................................................... 41

Using the Measuring Tool ....................................................................................................................................... 42

Search for a Space Based on Dept ID ...................................................................................................................... 42

Search for a Space Based on Room Number ................................................................................................. 45

Search for Employee Location ....................................................................................................................... 46

Search for a Space Based on Use Code ......................................................................................................... 47

Search for a Space Based on Function Code ................................................................................................. 49

Printing a Visual Map .............................................................................................................................................. 51

Changing Print Orientation and Print Size ..................................................................................................... 53

Appendix ......................................................................................................................................... 54

Occupant Type Definitions ...................................................................................................................................... 54

U-Space Glossary of Terms ...................................................................................................................................... 56

1 U-Space Overview | Office of Space Management (OSM)

U-Space Overview The U-Space application is used to provide self-service access to location data and to allow authorized users to search for rooms in the Space Management database, browse the results of the search, drill into the detail for a specific room, and view and/or edit the attributes associated with that room. Additionally, the user may also view and edit the occupants associated with a specific room, view the allocation of that room in a hierarchical tree and drill into the detail of the allocations including room notes and PI information and proposed changes. The application has approval workflow and notification features so that room changes can be routed to individuals with the authority to approve these changes.

Help with U-Space

Contact Systems Support at 5-1830 with any questions on using the U-Space application.

U-Space Users

Room information can be viewed or changed in the U-Space Survey tool depending on the user role and permissions assigned to that role:

DSC

ASC Access

SSC Access

Office of Space Management (OSM)

---------Space Database-----------

2 U-Space Overview | Office of Space Management (OSM)

U-Space Roles & Responsibilities

Title Role Description Responsibilities

Departmental Space Coordinator (DSC)

This role initiates a change request by submitting updates to the ASC for allocations that are within his department.

This role can query all space data but can only update rooms that are assigned to his department.

• Verify use of space by physically walking it, noting: reconfigurations from remodeling; room renumbering; and occupant, function, and use code changes

• Update and maintain space data

Authorizing Space Coordinator

(ASC)

This role can query all space data but can only update information for departments within their College or Administrative purview.

• Approve, deny, or edit change requests from Departmental Space Coordinators

• Consider financial and programmatic implications of gaining or releasing space

Site Space Coordinator

(SSC)

This role can query all space data but has a greater sphere of oversight than the ASC. This level approves all updates within a campus, such as Duluth, or when several Colleges fall within a larger organizational structure, such as the Academic Health Center.

• Approve, deny, or edit change requests from Authorizing Space Coordinators

• Consider financial and programmatic implications of gaining or releasing space

Office of Space Management Administrator

(OSM)

This role is the final approver in the space update approval process. The administrator has access to update all editable fields in the system.

• Approve, deny, or edit updates, once all validations and preceding approvals from Authorizing Space Coordinators or Site Space Coordinators are completed

• Investigate any questionable or disputed space claims

View Only This role can view all space assigned in the system. This role has no edit capabilities.

* Users of University space data and building floor plans are responsible for reviewing, understanding and complying with all policies, procedures and laws related to access, acceptable use and security of University information technology resources. University policies are available at http://policy.umn.edu. Related policies include (but are not limited to) the administrative policies on Internal Access to University Information and Acceptable Use of Information Technology Resources."

U-Space User Guide

3 U-Space Survey Tool Procedures | Office of Space Management (OSM)

U-Space Survey Tool Procedures

Action Result Notes

Logging in to the U-Space Survey Tool

1. Access U-Space from OSM web site at http://www.spacemanagement.umn.edu

The Internet Login screen displays:

http://www.spacemanagement.umn.edu/

U-Space User Guide


Action Result Notes 2. Login using x.500 authentication The My Locations screen displays:

Edit in Progress – Not Submitted for Approval: Displays any change requests that have been started and saved but have not yet been submitted for approval. Waiting on Me For Approval: Displays any change requests that are waiting for approval for this user. Waiting on Others For Approval: Displays any change requests that you have initiated that are waiting on another user for approval. My Locations: OSM, SSC, and ASC users will not see anything listed in this section. Only DSCs will have locations listed here. OSM, SSC and ASCs have so many locations that there are too many to display here.

U-Space User Guide


Action Result Notes

Searching for a Location

1. From the My Locations screen, click Search Locations to search for a location to update.

The Search Locations screen displays:

All users can search and view data in the Space database but only users with edit rights can make changes to space data. Edit permissions are determined by the user role and the department.

Site-Bldg-Fl-Rm: Type in the Site, Building, Floor and Room number combination to search for a specific location (e.g., 02-463-01-43) Site: Type in the campus site number (e.g., 01 is Mpls campus) or click on the magnifiying glass to get a list of available options. Building (Name or ID): Type in either the building name or building ID or click on the magnifying glass to get a list of available options. Floor: Type in the floor number (e.g., 01, 02, 03, etc.)

Room: Type in the room number.

Department Name: Type in the department Name or department ID or click the magnifiying glass to get a list of available options. Function Code: Type in a function code or click the magnifying glass to get a list of available options. Use Code: Type in a use code or click the magnifying glass to get a list of available options. RRC: Type in the Resource Responsibility Center (RRC) code or unit name and click the magnifying glass to get a list of available codes.

U-Space User Guide


Action Result Notes VP: Type in the Vice President (VP) designation or click the magnifying glass to get a list of available codes. Space Coordinator (Last Name or X.500 ID): Type in the last name or internet ID of the space coordinator and click the magnifying glass to get a list of space coordinators that meet your search criteria. Occupant (Last Name, X.500 ID or EMPL ID): Type in the last name, internet ID or employee ID of the occupant, and click the magnifying glass to get a list of occupants that meet your search criteria. PI: Type in the last name, internet ID or employee ID of the PI (primary investigator) and click on the magnifying glass to get a list of PI’s that meet your search criteria.

2. Search for the location using as many fields as needed in order to narrow your search and click Submit.

Note: • Click on the column headings to sort results (if

applicable). • Click on the site-building-room to view detailed

room information.

The search results display:

If a user has rights to edit a room, Update Allocation will display in the Action column.

U-Space User Guide


Action Result Notes

Updating a Room Record

1. Select the room to edit and click the Update Allocation link. Note: to update multiple rooms, refer to the Updating Multiple Records section.

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Action Result Notes 2. In the Effective Date field, enter a new effective

date (if applicable). Only enter a new effective date when there is a future date that you want a change to take effect.

3. In the Allocation Comments field, enter a comment about the allocation (if applicable).

4. Click the Save button below the allocation comments section to save the effective date and comments.

5. In the Percent, Group, Function and Use Code fields make any updates and click the Save button.

Note: • If you are splitting a 100% allocation, you will

need to enter the new percentage and confirm the function and use code and click the Save button. A new row will be added. Repeat until allocation equals 100%.

• Refer to the Notes section for steps on changing the effective date.

6. Click Submit and Approve to submit the information contained on that page to the workflow process for approval.

Note: • This change is not final until it has been

approved by OSM. • To update an entire floor, refer to the

Updating an Entire Floor section of this document.

If allocation is correct, a message displays to submit for approval:

o Submit for Approval = this action submits the information contained on

that page to the workflow process for approval. o Cancel This Proposed Change = this action cancels the proposed changes

contained on that page and does not submit anything to workflow for approval.

o If the allocations that you are using do not meet the business rule of 100%, the system will display a NOT READY TO SUBMIT notification that will not let you proceed with that change.

When starting an update on a room, the system takes a snapshot of the current time period allocation, not a snapshot of any future time period allocations for that room.

U-Space User Guide


Action Result Notes

Change Request Workflow Process

All changes initiated by any user other than OSM must follow the workflow approval process, which includes email notifications. In the event that a new department is assigned space in a room, or a change is made to an existing proration by one department that impacts another department, the change must be routed for additional approvals.

Change Request Workflow Process rules:

• A change request must be initiated by a user in the workflow. • A change request must be approved by the next step in the workflow before going further. • A notification email is sent to the next user in the workflow once an action has been taken. • A change request can be approved or rejected in U-Space or from the notification email. • When OSM approves a change request, a completion notification is sent to the user that initiated the change request. • Only change requests for locations within Senior VP Health Science (SVPHS) or a coordinate campus must be approved by an SSC. • If a change request is rejected at any step in the process, an email notification of the rejection is sent to all previous approvers. • Unapproved changes will expire after 150 days. At that time, the change request will expire and be removed from all queues.

o If change has not been approved, then after 60 days the request will be re-sent to approvers. o After 120 days, an email will be triggered to all parties involved in the change. The email will indicate that the change will expire in 30 days. o At 150 days, an email notification will be sent to all parties notifying them that the change has expired.

NOTE: No change will be committed to the space database until the request is approved by OSM.

U-Space User Guide


Action Result Notes

Change Request Workflow Process for Changes to Use Codes 120 and 410

A change request that contains a Use Code change either to or from 120 (Departmental Classrooms) or 410 (Study Rooms) has additional FYI notification emails that are sent out. This process only happens for locations that are on sites 01 – Minneapolis campus and 02 – St. Paul campus.

Use Code 120 and 410 Workflow Process rules:

Use Code 120 – Departmental Classrooms: Any change request for Use Code 120 will have an FYI email sent to the Office of Classroom Management (OCM) and the Office of Space Management (OSM).

Use Code 410 – Study Rooms: Any change request for Use Code 410 will have an FYI email sent to the Office of Classroom Management and the Office of Space Management.

U-Space User Guide


Action Result Notes

Approving or Rejecting a Change Request

When a change request is initiated by a user, the approver receives an email notification.

1. A change is submitted and approver opens email request to view the change.

2. Click on the Approve Request link to approve the request directly from the email.

3. Click on the Reject Request link to reject the request directly from the email. A notification will be sent to any user that previously received an approval email for this change (including the initiating DSC).

4. Click on the View Change Request link to view the change request in U-Space.

NOTE: A change to a room that is in a workflow process cannot be edited by another user until that change has completed the workflow process.

The change request email is sent to approver:

The approver can do several things directly from the email (view the change request, approve the change request, or reject the change request). NOTE: If user has text only option selected for their email program they will not be able to approve or reject a request directly from the email. The user must sign in to U-Space to approve or reject the change. Contact your technical support for instructions on how to allow HTML emails.

The email contains information associated with the change request and routing path the request is required to follow. In this example, the room was split by two departments so the change needs to be approved by the second departmental DSC, both departmental ASC’s, and finally OSM. Routing: SIGN = User is an approver and needs to take action FYI = Routing configured to notify users, no action required NOTIFY = Internal notification (i.e. when routing is completed), no action required

U-Space User Guide


Action Result Notes

Recalling a Change Request

Once a change request is initiated, the change request can be recalled if the user discovers a mistake has been made after submitting a request for approval. A change request can only be recalled by the user that initiated that request.

1. Access the My Locations screen. The My Locations screen displays any changes that have been submitted for approval and are listed under the Waiting On Others For Approval section:

2. Click the Recall link in the Actions column.

A message displays that the change has been recalled:

A rejection message is sent to any user that previously received an approval email for this change letting the approver know it has been recalled and there is no action that needs to be taken on it. The request is then no longer waiting for approval.

U-Space User Guide


Action Result Notes

Viewing the Routing of a Change Request

Once an update has been made to a record and submitted for approval, the user who initiated the request can track where the request is in the workflow process. There are two options for viewing change request routing.

Option 1: 1. Access the My Locations screen.

The My Locations screen displays any changes that have been submitted for approval and are listed under the Waiting On Others For Approval section:

U-Space User Guide


Action Result Notes 2. Click on the View link in the Actions column. Note: Click on the Resend Approval Email link in the Actions column if appropriate to remind the approver to approve the request.

The Change Request Routing Details screen displays:

This screen displays the routing ticket for this request and the person who has either approved the request or is waiting to approve the request.

Option 2: 1. Access the Search Locations screen. 2. Search for the location that was updated and click

Submit. 3. Click on the Allocation Edit in Progress link in

the Actions column.

The Search results display:

U-Space User Guide


Action Result Notes 4. Click on the View Routing link.

The Room Detail screen displays:

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Action Result Notes Note: Click on the Resend Approval Email link to remind the approver if appropriate to approve the request.

The Change Request Routing Details screen displays:

This screen displays the routing ticket for this request and the person who has either approved the request or is waiting to approve the request.

Viewing a Room Allocation

1. Access the Search Locations screen. 2. Search for the room you want to view and click the

Submit button. 3. Click on the Site-Bldg-Fl-Rm link for that room.

The current allocation for that room is displayed in the table.

The current allocation is displayed here. If a future allocation has been entered, it will be displayed when the record is opened.

U-Space User Guide


Action Result Notes 4. Click on the Display Previous Time Period or

Display Next Time Period to move between time periods to see previous and future allocations (if necessary).

The Room Detail page displays:

U-Space User Guide


Action Result Notes

Updating Multiple Records

1. On the Search by Location screen, enter the Site, Building and Floor and click Submit.

2. Select the room to update and right-click on the Update Allocation link.

The entire floor will display in the Location Search Results:

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Action Result Notes 3. Select Open in New Window.

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Action Result Notes 4. Make the allocation changes that are needed and

click Submit for Approval. The My Locations page will display.

The Room Detail screen opens in a new browser window:

5. Close this browser window entirely. The original browser window that you had open which contains your search results for that floor will display.

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Action Result Notes 6. Click the Refresh button on your browser or press

F5. The search results are still intact and the Actions column shows there is an Allocation Edit in Progress for the record that has been updated.

U-Space User Guide


Action Result Notes

Canceling a Saved Record

Click on My Locations to view all updates that have been started and all edits that have been saved.

There are two ways to Cancel a change request.

1. Click on the Cancel link in the Actions column. This will cancel all changes that have been saved for that record.

OR:

1. Select the record to cancel and click on the Site-Bldg-Fl-Rm link for that room.

2. Click on the Cancel This Proposed Change link. This will cancel all changes that have been saved for that record.

The My Locations screen displays:

Or on the Room Detail screen:

U-Space User Guide


Action Result Notes

Updating Occupant Information

Room occupants can be added by any user of the system who has permissions to edit a room. There are no workflows or notifications that are associated with updating room occupants.

1. From the My Locations screen, click Search Locations to search for an occupant.

2. Search for the Occupant by using the last name, internet ID (x.500) or employee ID of the occupant.

3. Click the Submit button.

The Search Location screen displays:

A list of rooms that this occupant occupies is listed in the Search Results:

U-Space User Guide


Action Result Notes Delete an Occupant:

4. In the Actions column, click the Edit Room Occupants & Notes link to add, edit or delete the occupants of this room.

5. Click the Delete button to remove an occupant from a room.

The Edit Room Occupants detail screen displays:

Add an Occupant:

1. Enter the occupant’s last name, internet ID (x.500), or employee ID in the occupant field and click on the magnifying glass.

U-Space User Guide


Action Result Notes 2. Select the correct occupant from the list. The

occupant’s information will be entered into the table.

OR

In the Occupant field, select a generic occupant type. Refer to the Appendix for Occupant Type Definitions

The occupant information will display:

This will pull the occupant information from the Office of Human Resources and enter it into the SPACE database.

OSM strongly encourages units to enter in U-Space the name of the person(s) that occupy a particular space. In certain rare situations a DSC may opt to not enter the actual occupant’s name. Typically this decision would be made when the occupant changes frequently, such as every semester, or if the person does not exist within the PeopleSoft system.

U-Space User Guide


Action Result Notes 2. In the Occupancy Type field, select an Occupancy

Type for the occupant. There are two types: Primary and Secondary. Occupants should only have one Primary office.

3. Click the Save button.

The Edit Room Occupants detail screen will display with the new occupant added to the room: A message will display when the changes have been saved.

U-Space User Guide


Action Result Notes

Updating Principal Investigator (PI) Information

Space Coordinators (DSC, ASC, SSC & AHC) can update PI information for rooms that they are assigned to. PI’s are assigned to research space only (function codes 21, 22, 31 or 34). There are no workflows or notifications that are associated with updating PI information.

Entering PI information for the first time:

When entering PI information for the first time or for a new space, it is simplest to search by Function Code and by Space Coordinator name.

1. From the My Locations screen, click Search Locations.

2. In the Function Code field, enter the appropriate research space function code (21, 22, 31 or 34).

3. In the Space Coordinator field enter the last name or Internet ID (x.500).

4. Click Submit.

Updating PI information:

When performing normal PI updates on a room the quickest way to search is by building and room.

The Search Location screen displays:

U-Space User Guide


Action Result Notes A list of rooms that meet the search criteria display in the Search Results.

PI Allocation Flags:

= This room is not a research space.

= This PI allocation is complete.

This room has incomplete information: - PI information is not entered - Percentage allocation does not =100% - Unknown PI

If more than one PI needs to be updated on the search results list, refer to Updating Multiple Records.

U-Space User Guide


Action Result Notes Allocate a PI:

1. Locate the room and click on the PI allocation indicator In the PI column.

2. In the Percent field, enter the percent allocation.

3. Enter the PI’s last name, internet ID (x.500), or employee ID in the PI field.

The Edit Allocation PI screen displays:

U-Space User Guide


Action Result Notes 4. Click on the magnifying glass to search.

The PI information will display:

5. Select the PI name from the list.

6. Click the Save button.

7. Enter another PI if this allocation is split. The percentages assigned should add up to 100%.

The PI’s information will be entered into the table.

If an allocation does not

equal 100% the ! flag (exclamation point) will display in the PI column notifying you that this is an incomplete allocation.

U-Space User Guide


Action Result Notes Updating Multiple Records:

If more than one PI needs to be updated, a new window needs to be opened. This will allow you to continue updating from the search results list.

1. Right-click on the PI allocation indicator for the room.

A drop-down list displays:

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Action Result Notes 2. Select Open in New Window.

3. Update the PI information and click the Save button.

The Room Allocation screen displays:

U-Space User Guide


Action Result Notes 4. Close this new window by clicking on the X in the

upper-right hand corner.

5. Continue updating records from the search list by opening a new window for each record to be updated.

The original browser window which contains your search results will display.

U-Space User Guide


Action Result Notes

Entering Room & Allocation Notes

Notes about the room allocation or about the room itself can be added to the room record. Notes are optional and do not require workflow approval. Anyone with access to edit the room record can change the note. 1. Select the room from the My Locations screen.

OR From the My Locations screen, click Search Locations to search for a location to update.

A list of locations displays:

To add a note about the room:

1. In the Actions column, click the Edit Room Occupants & Notes link to add a note about the room.

The Room detail screen displays.

Examples of information that may be contained in a room record note:

- Room has a closet - Room has specific

equipment - Room has mold

issues

2. In the Room Notes field, enter the note and click Save.

The note will display with the name of the person who entered the note and the date.

U-Space User Guide


Action Result Notes To add a note about the allocation:

1. Select the room to update and click on the Update Allocation link.

2. In the Allocation Comments field, enter a note about the allocation and click Save.

The Room Allocation screen displays:

U-Space User Guide


Action Result Notes

Exporting Search Results

Each table in U-Space can be exported to an HTML file in order to export search results from the application. Use this function when a large number of search results are returned. When exporting information, the results are exported to an HTML format, which can then be imported to another program (e.g., Excel) for further analysis.

1. From the My Locations screen, click Search Locations.

2. Enter the search criteria and click Submit.

3. From the Search Results screen, click Export HTML Report.

The Search Results screen displays with results:

In this example, there are 79 results and you cannot view all the results on one screen. Exporting the results to HTML will allow you to look at all of the results in one view.

U-Space User Guide

37 | Office of Space Management (OSM)

Action Result Notes 4. Print the report or save to another application (e.g.,

Excel) for further analysis. The HTML report displays:

U-Space User Guide

38 Visual Map | Office of Space Management (OSM)

Visual Map Visual Map is part of U-Space and can be used to provide a visual representation of space data. Use the map to graphically display departmental space.

Signing in to Visual Map

Visual Map can be accessed directly from U-Space. Once you are signed in to U-Space, you can access Visual Map.

1. Sign on to U-Space (if not already signed on). Internet Explorer (IE) is the preferred web browser for using Visual Map.

2. Search for the location.

3. In the Actions column, click View Floor Plan. If a floor plan is not available for a location, the

link will not be active.

U-Space User Guide


Navigating Visual Map

Bird’s Eye View

Building Selection

Floor Selection Theme Selection Site Selection Legend Selection

The results area displays the available search results based on the search criteria entered. Click the Clear History button to clear the results and enter new search criteria

Search Area

Visu

al M

ap T

ools

Clear History button

Search Results

Selecting a theme will color-code the map based on the theme selected (Department, Function Code, RRC, Room Use, Room Use Group)

Main Map (drawing) area

Legend Area

U-Space User Guide


Visual Map Tools

Button Description

Select Click to select a room on the map

Pan and Mouse Scroll Click and hold down mouse to move the map around on the screen.

Zoom Window Click to select an area of the map to zoom in and out on

Zoom In Click to zoom in. This is helpful to see room numbers.

Zoom out Click to zoom out

Zoom extents Click to return to the map extents

Refresh Click to refresh the map

Printable View Click to view a printable view of the map for printing

Measure Select this button and Click in the area to begin measuring and double-click to end measuring.

U-Space User Guide


Visual Map Procedures

Action Result

Use the Bird’s Eye View

Use the Birds Eye view to move around the map or to another floor.

1. Open the view (if not already open) by clicking on the button in the lower-right hand corner.

2. Place your cursor in the Birds Eye View box and hold down the left mouse button to move around within the box.

3. Click the box in the lower-right corner to open or close the Bird’s Eye View.

The map will move around based on where you are in the Birds Eye Window:

Bird’s Eye View

Click the box to open or close the view

U-Space User Guide


Action Result

Using the Measuring Tool

1. Click the (measure) icon on the toolbar. 2. Click in the area to begin measuring and double-click

to end measuring.

The results of the measurement are shown in the bottom middle of the drawing map:

Search for a Space Based on Dept ID

1. In the Site selection drop-down, select the campus. 2. From the Building selection drop-down, select the

building name to access building drawings. 3. In the Search field, select Dept Number from the

drop-down list if specific department # is desired. 4. In the Filter field, select Building from the drop-

down list. 5. In the Value field, type in the EFS Dept ID (or leave

blank to display all departments in a building) and click the Go button.

6. In the Results area, select the department name to highlight the department on the map.

The department space is visually displayed in the main map area highlighted in blue:

U-Space User Guide


Action Result 7. In the Legend area, click the + sign next to the

Labels field to display a list of labels that can be included on this map.

The Label field opens up to display available label selections:

8. Click on the Tooltip button to display the information on the map that was selected when you move your mouse over the room. For example, if occupant is selected, the occupant name will display when you move your mouse over the floor plan location.

The Tooltip field opens up to display the available tooltip selections:

U-Space User Guide


Action Result 9. In the Floorplan drop-down, select a label to

display and select the Labels box. 10. In the Floorplan text height field, type in the text

height to display in the labels. 11. Click the Update Text Hgt button to display the

new text height.

The department space is visually displayed in the main map area highlighted in blue with additional legend information included. In this example, room number is displayed on the map:

U-Space User Guide


Action Result

Search for a Space Based on Room Number

1. In the Site selection drop-down, select the campus. 2. From the Building selection drop-down, select the

building name to access building drawings. 3. In the Search field, select Room No. from the

drop-down list. 4. In the Filter field, select Building from the drop-

down list. 5. In the Value field, type in the room number and

click the Go button. 6. In the Results area, select the room number. Note: Click the Clear History button to begin a new query.

The room number location is visually displayed in the main map area highlighted in blue and the results area displays room information:

U-Space User Guide


Action Result

Search for Employee Location

1. From the Site selection drop-down, select the campus (if known).

2. From the Building selection drop-down, select the building name (if known).

3. In the Search field, select Employee from the drop-down list.

4. In the Filter field, select Building from the drop-down list. If no filter is selected, then all locations for this employee will display.

5. In the Value field, type in the employee name and click the Go button.

6. In the Results area, select the employee name. Note: Click the Clear History button to begin a new query.

Employee location is visually displayed in the main map area highlighted in blue and the results area displays room information:

Note: It is not possible to display multiple buildings, even though the employee may be located in more than one building.

U-Space User Guide


Action Result

Search for a Space Based on Use Code

Search for a specific use code

1. From the Site selection drop-down, select the campus.

2. From the Building selection drop-down, select the building name.

3. In the Search field, select Use Code List from the drop-down list.

4. In the Filter field, select Building from the drop-down list.

5. In the Value field, leave it blank to get a list of all use codes in this building or type in a specific use code.

6. Click the Go button. 7. From the Results Area, select the Use Code and

click the Show Matching All button to see all of the rooms in the building with this Use Code.

Note: Click the Clear History button to begin a new query.

The building is visually displayed in the main map area with the function code highlighted in purple. In this example, Use code 312-Staff Office was selected:

U-Space User Guide


Action Result Search for all use codes in a building by theme



3. From the Floor selection drop-down, select the specific floor or select all floors.

4. From the Theme selection drop-down, select Room Use.


The building is visually displayed in the main map area with all the use codes in this building color-coded.

U-Space User Guide


Action Result

Search for a Space Based on Function Code

Search for a specific function code



3. In the Search field, select Function Code List from the drop-down list.

4. In the Filter field, select Building from the drop-down list.

5. In the Value field, leave it blank to get a list of all function codes in this building or type in a specific function code.

6. Click the Go button. 7. From the Results Area, select the Function Code.

OR Press and hold the CTRL key to select more than one Function Code and click the Show button.

8. Click the Clear Layer button to clear the map to select other Function Codes


The building is visually displayed in the main map area with the function code highlighted in blue. In this example, Function Code 63 (Facilities Management) is displayed:

U-Space User Guide


Action Result Search for all function codes in a building by theme


2. From the Theme selection drop-down, select Function Code. This will color-code all of the Function Code uses in the building that is selected.


The building is visually displayed in the main map area with the function codes color-coded.

U-Space User Guide


Action Result

Printing a Visual Map

1. Click the (printer) icon on the toolbar.

The Printable View settings dialog box displays:

2. Click the Display Printable View button to

display a printable view of the floor plan.

3. Use the scroll bar on the right-hand side to move to the Title Bar.

4. In the Title Bar, change the title of the floor plan (if applicable).

The map displays with the title bar in the lower-left corner:

U-Space User Guide


Action Result 5. From the printable view, select the File menu from

the menu bar and select Print Preview.

6. Change the page orientation by selecting either the Portrait or the Landscape buttons. Most floor plans will be easier to read printed with Landscape orientation.

7. Manually adjust the margins so the floor plan fits on the page and close out of the preview window.

8. Click the Page Set-up Button to select the paper size (browser dependent). Each browser may have a different option for selecting paper size. In Internet Explorer, the Page Set-up button is used.

9. Manually adjust the margins so the floor plan fits on the page and close out of the preview window.

10. From the printable view, select the File menu from the menu bar and select Print.

The Print Preview Window displays:

U-Space User Guide


Action Result

Changing Print Orientation and Print Size

1. From the printable view, select Page Setup from the File menu.

2. In the Size field, select the paper size (if applicable). Some floor plans may be easier to read on larger sized paper (e.g., 11 x 17).

3. Verify that the correct orientation is selected. This will default to what was selected in the Print Preview view.

4. Click OK.

The Page Setup screen displays:

U-Space User Guide

54 Appendix | Office of Space Management (OSM)

Appendix

Occupant Type Definitions OSM strongly encourages units to enter in U-Space the name of the person(s) that occupy a particular space. In certain rare situations a DSC may opt to not enter the actual occupant’s name. Typically this decision would be made when the occupant changes frequently, such as every semester, or if the person does not exist within the PeopleSoft system. Below are occupant types that can be entered in lieu of an individual’s name.

Occupant Type Definition

Term (Non-Tenure Track) Faculty This grouping is comprised of Contract, Temporary, Visiting, and Adjunct faculty as defined by OHR’s job codes and titles.

Undergraduate Student This student is an employee, typically a Teaching, Research or Project Assistant. Alternatively, the student may provide administrative support.

Graduate Assistant This category is broad and covers not only Teaching, Research or Project Assistants, but also Graduate Instructors, Coaches, Ph.D. Candidates, Advanced Masters Assistants, Administrative Fellows, and Summer Term Assistants. Note that someone with a P&A appointment would not fall under this occupant type even though the job title may be similar

Non-Employee A variety of titles fall under this heading, including but not limited to, Graduate/Professional/Post-doctoral/Undergraduate Fellows, Trainees, or Interns. These people may function similarly to those in the Graduate Assistant type, but differ because the University is not their source of funding.

Community Partner Although this class of occupant is also not a University employee, it differs in terms of the relationship with the University. The person or group may be collaborating with a University unit for a particular project or time period. They typically would not pay for the use of the space, but would be sponsored by the partnering University group.

U-Space User Guide


Occupant Type Definition

Vacant This occupant type should be used when no one is physically occupying the space. Although someone may have been hired and be slotted for this space, until the space is actually occupied, the occupant type should remain as Vacant.

U-Space User Guide


U-Space Glossary of Terms

Term Definition

U-Space A web-based tool with editable fields used to view and update the University space inventory. This online tool is accessible 24/7 and reflects real-time information.

Allocation Assignment of space by VP, RRC and/or Department ID.

Proration Percentage of space allocated to a department, use or function.

FAMIS Facilities Administration Management Information System, an integrated, electronic facilities management package.

Attribute Properties of a room that can be edited in the U-Space system.

Workflow The step-by-step process, by which edits to space information are proposed, approved and submitted into the space database.

Effective Date The date a change is made to space data. The change can affect use code, function code, allocation, proration or lease information. The date can be the actual date the change is made, or a future date.

Space Assignment Documentation of the unit that occupies a given space in a University facility.

Non-assignable Square Feet The square footage attributed to spaces that provide general access to a building, such as building common corridors, lobbies, public restrooms, stairways, elevators, mechanical rooms, and loading platforms. These are generally the public areas of University facilities.

Assignable Square Feet The sum of all areas on all floors of a building assigned to, or available for assignment to, an occupant or specific use. It can be calculated by subtracting non-assignable square feet and structural square feet from the gross square feet in a University facility.

U-Space User Guide


Term Definition

Gross Square Feet The total square footage of all areas on all floors included within the outside faces of exterior walls of a facility. This total square footage is the sum of assignable, non-assignable, and structural square footage in a building.

Non-University Tenant An organization that does not receive University funding but occupies University facilities, usually in a lease arrangement.

Documents

Office of Space Management U-Space User Guideosm.umn.edu/system/resources/USER__GUIDE_U-Space_v1.5[2].pdf · U-Space Survey Tool Procedures .....3 Logging in to the U-Space Survey