UAMS ADMINISTRATIVE GUIDE

NUMBER: 11.2.10
DATE:05/01/2003
REVISION:11/07/03

SECTION: CAMPUS OPERATIONS
AREA: FACILITIES MANAGEMENT
SUBJECT: SPACE MANAGEMENT AND INVENTORY POLICY
 
PURPOSE

To implement a process to inventory, categorize, and maintain accurate space data. This data will be collected and archived by Campus Operations, and available for allocation decisions. The data can be used to establish standards, policies, and procedures assuring the best and most efficient use of space.

PROCEDURES

Collecting Space Data:
Record Drawings:

The UAMS Physical Plant will maintain and provide a complete set of updated architectural record drawings of all buildings. The drawings can be used in space surveys throughout the year.

Space Inventories:

Campus Operations personnel will manage the space inventory and database on a daily basis. A walkthrough will be scheduled at least once a year to update the record drawings and database. The inventory process will begin in August of each year.

Campus Operations personnel will mail each department representative a space survey two (2) weeks prior to a visit. Prior to the survey date, they will return the updated survey form to #605, as well as, assist in the walkthrough process on their respective survey date.

PROCESS

Data Input and Reporting:

A. Upon completion of the walkthrough survey, the data is verified, and entered into the Facility Management Information System by the UAMS Physical Plant for future use.

B. Once the data entry is complete, verification reports will be printed and sent to all department representatives for their review and approval. It may become necessary to conduct additional surveys during the year because of departmental changes and construction within that survey year.

C. Campus Operations will provide an annual space report to the Chancellor.