1. Purpose
2. Why a Facilities Inventory?
3. Uses of the Facilities Inventory
4. Data Reported to the Corporate System
5. Editing of Data and Error Correction

The purposes of this manual are to:

1. Describe the process and definitions by which facilities are inventoried and reported on the campuses.
2. Serve as a reference document for users of facilities data.

Each campus maintains its own facilities inventory system, which provides planning and management data about the existing physical plant. Specifically, the facilities inventory system provides information about (a) buildings and (b) rooms within buildings.  It also serves as the campuses' official record of existing space.

Each year, campuses submit their inventory of facilities to the Office of the President where the data are merged in the Corporate Equipment and Facilities system.  This system enables the Office of the President to perform such tasks as development of capital budget proposals, analysis of space needs, and reporting to the State on facilities for the entire University.

Below are the major uses of facilities data by campus and UCOP users:

• Campus space assignment and control
• Construction project planning and management
• Capital outlay budget development
• Projections of future space needs
• Space utilization standards and analysis
• Development and maintenance of space standards
• Equipment budgeting standards
• Operating budget workload measures
• Scheduling of maintenance, alterations, and janitorial service
• Insurance and risk management
• Determination of building use component of the indirect cost rate
• External reporting, audits, contractual accountability requirements.

1. The Corporate Equipment and Facilities System is dependent on data from two input files from the campuses: the building file and the room file.
2. These two files reflect the facilities inventory as of the end of the third week of Fall term classes and are due from the campuses by the tenth working day of December to the Office of the President (Information Resources and Communications).
3. The building file should reflect all University-owned buildings as well as non-University-owned buildings housing University activities which are available for use by the University as of the end of the third week of the Fall term, irrespective of ownership, structural type .Field structures (lath houses, hay sheds, feeding sheds, pole buildings, etc.) are reportable if they are roofed, whether unenclosed or partially enclosed.  Shed structures are counted on the basis that support posts for the roof are functionally equivalent to an outside wall or partition, measured from the drip line of the roof.  See Appendix C, Building Area Overview, for buildings to be included. or location, and without regard to whether normal assignable area is included.  See Appendix C, Building Area Overview.

Exceptions are:

a. The Regents' assets (such as property holdings used as investments)

b. Overseas campuses

c.      Marine vessels. Marine vessels, however, are recorded in the building file only when required to    account for equipment assigned to them.  Such vessels should report an amount of  one basic gross square foot (1 gsf) in the building file; no room level data in the room file are recorded for these vessels.

d.      Facilities on wheels (e.g., mobile clinics which are in the equipment inventory). "Fixed" mobile facilities, however, are reportable (e.g., relocatable buildings, "mobile homes" on blocks).

e. Federally owned or operated contract research centers (e.g., Livermore Lab, Los Alamos, Lawrence Berkeley Lab).

4. The room file should contain all assignable space for buildings included in the Building file.  

The data reported to the Office of the President is a subset of that which is collected on the campuses.

All data will be edited according to the specifications and code values contained in the individual data element definitions.  Campuses should insure that data adhere to valid corporate edit values prior to submission to the Office of the President.  (See input specifications in Chapter 3, Building Data Elements and Chapter 4, Room Data Elements.)  Campuses will be asked to resubmit their data when errors are detected.

Information Resources and Communications (IR&C) in the Office of the President is responsible for maintaining the Corporate Facilities Input Specifications and for providing updates to the campuses.  IR&C is also responsible for monitoring the receipt of campus data.