Facilities Data Management
The Facilities Data Management section of the Facilities Services Department maintains current information on campus facilities for use by the campus community.
Such data must be properly maintained and managed so that accurate data can be provided to the University Administration, the State of Tennessee, and various Federal Agencies in support of funding requests. The department’s primary goal is to maximize the integrity of the information regarding space in campus buildings. The State and the Federal Government continue to use building, room, equipment, and maintenance and operations data to calculate facilities and administrative costs.
Basic Facilities Data Management Responsibilities
New or Renovated Facilities
Annual Facilities Inventory Verification Survey (Spring of each year)
Building Space Audits (performed on 6 year cycle)
Monthly Facilities Services Workorder Completion Reports
Miscellaneous Facility Change Notifications
Reporting and Facility Data Usage
Small scale floor plans are also maintained by the Facilities Data Management Services Section. Hardcopies are available upon request (974-2802); and at
http://www.pp.utk.edu/buildlist.htm on the Facilities Services website.
- Secure architectural drawings of the building (if available)
- Assign permanent room numbers using standard room numbering conventions
- Audit (measure) and record all space in the building
- Draw and establish electronically stored floor plans
- Enter and establish room records for all rooms in the Facilities ‘Rooms’ Database (Building and room number being unique key)
- Enter recorded measurements for all rooms and space
- Provide reports to the Facilities Services Key Shop and other others as needed for the preparation of lock cores, door signs (if not included in contract), and other needed services.
- Provide reports to other University Departments as requested (i.e. Facilities Planning, Space and Facilities Management, academic and administrative areas)
- Enter pertinent room data as obtained (i.e. door numbers, account numbers, room use codes, PCS and taxonomy information)
- Enter Facilities ‘Building’ Database modifications as appropriate
- Provide building representatives, Facilities Services, Telephone Services, and other agencies with packets containing finalized drawings and reports
Annual Facilities Space Inventory Survey (spring of each year)
- Prepare Facilities data for pre-survey initialization
- Assist V.P. B. & F. Office in logistical survey operations
- Receive, review, and process returned survey data
- Follow-up on questionable 'returned' responses
- Address questions from survey clients
- Track survey status and address problematic issues and areas
- Follow up on non-responders until 100 % completion
Building Space Audits (performed on 6 year cycle)
- Maintain Building Space Audit System
- Send announcement letters of coming audit to building representatives
- Prepare work documents
- Measure space and record results (while there, check accounts and room usage’s)
- Modify drawing files and Facilities Databases accordingly Send ‘updated’ drawings and current building data reports to building reps, Facilities Services, Telephone Services, and Space and Facilities Management
- Determine and report rooms with missing or incorrect door numbers to Facilities Services for door signage
Monthly Facilities Services Workorder Completion Reports
- Receive report and determine completions with structural changes to space
- Perform ‘mini’ audit on involved space, measure, and record
- Modify drawings and Facilities Databases accordingly
- Send ‘updated’ drawings to appropriate offices (building account reps., Facilities Services, etc.)
Miscellaneous Facility Change Notifications
- Receive any notification of a space change (structurally, pertinent room or building data)
- Modify drawings and Facilities Databases accordingly
- Send ‘updated’ drawings to appropriate offices (building account reps., Facilities Services, etc.)
Reporting and Facility Data Usage
- Movable Equipment Inventory Insurance
- Physical Facilities Inventory
- Capital Outlay Analysis Reporting
- Materials and Operations (M&O) for State Reporting/Funding
- National Science Foundation
- Indirect Cost Proposal Analysis for Federal Reporting/Funding
- Peer Institutional Surveys
- Numerous report requests for Deans/Department Heads/Administration
- Internal reporting toward Annual Space and Research Verification
- Internal Facilities Services and Facilities Data Management Area
Contact Shop:
Larry McElyea,
Coordinator
Facilities Data Mgmt
915 22nd Street
Knoxville, TN 37996-3506
Phone: (865) 974-2802
Fax: (865) 974-3535
Email: lmcelyea@utk.edu