University of Delaware Procurement Services: Space Survey Instructions

Procurement Services - University of Delaware

Space Survey Instructions

Please read the instructions in their entirety prior to starting the step-by-step process.

These instructions provide an overview of the space survey process from start to finish. If you experience data problems or make mistakes at any point in the process, you may delete the survey file, rerun the query and start over. If you need additional assistance, please feel free to email your questions to asset-mgt@udel.edu or contact Karen Brown at x8951.

Getting the Data
Log on to UOD Financials (it will open in a new window). Please note that PeopleSoft works best in Internet Explorer. From the menu on the left, go to Reporting Tools, Query, Query Viewer.
In the Query Search box, type UOD_SPACE.
Select either UOD_SPACE_SURVEY_DEPT_ADMIN or UOD_SPACE_SURVEY_DEPT_ACAD depending on whether your unit is administrative or academic. Those few units which have both types of usage should run both queries. Most units are either ADMIN or ACAD.
The query will prompt you for your DEPT ID.
Remember: All DEPT IDs have a leading zero.
The wildcard (%) will allow you to broaden query results to include a range of DEPT IDs. For example:
- 01111 will return only department 01111
- 0111% will return the range 01110 through 01119
- 011% will return the range 01100 through 01199
Because there is no security built on DEPT ID, a broad selection may return data for departments that are not under your administration. Please check results carefully and if necessary, rerun the query with appropriate DEPT ID parameters.
Use the Download to Excel feature on the query page to save your results in xls format. Depending upon the number and range of departments under your administration, the query may need to be rerun several times with different parameters in order to gather all reportable data. Results from each query will need to be downloaded and saved as separate Excel files to an accessible location on your computer. (Your computer may default to Save As html. Select the xls file type.) Name each file by DEPT ID, and include "Space08" in the title (Ex: "Space08-02001"). Do not save files as the default WebLibQuery.
Getting the Data Corrected
In your EXCEL document, select Edit, Move or Copy Sheet, and then select "move to end" and check "create a copy". This will create a second copy of your worksheet in the same workbook. Right click the tab on the first worksheet and change the name to "Master", then change the name of the second tab to "Updated".
Do not make any changes to the "Master" sheet. Select the "Updated" sheet and add the title "Explanation of Change" to the first blank column after your data fields.
The data is organized by building, and each row represents a room. The functional usage is allocated between several possible Room Function Codes. The Total % Use must equal 100% unless the room is shared with another department. If a room is shared among departments, you should report only the percentage used by the department indicated on that data row, and indicate who the other department is in the explanation column.
Review each row of data. If you have no changes to make, send an e-mail to asset-mgt@udel.edu indicating that you have completed the survey and that there are no changes. Please include "Space Survey" and your department name and code in the subject line in the email.
If there are rows on your spreadsheet that are incorrect, please change the data on the line to the correct data. You must include a note in the "Explanation" column for every change made.
There are six types of edits to the data:
1. Change the number of workstations for a room
  Review the # Workstations field and make changes by typing in the correct total number of workstations for the room.
2. Change or add a functional use of a room
  Reallocate the room usage between the Room Function Codes by typing the appropriate percentage in each column.
3. Add a new room in a building
  Add the new room data based on its Physical Characteristics (i.e., room#, #workstations, etc.), and then enter appropriate percentages in the functional use columns. Enter the appropriate Total % Use for the room and enter "ADDED ROOM" in the explanation column.
4. Change the Total % Use for a room
  If the department on a room row no longer utilizes the percentage indicated on the survey (if the room is now shared between departments, for example), enter the appropriate % use in the Total Use column, adjust the % Functional Use values appropriately, and include information about the change in the explanation column.
5. Report deleted or erroneously assigned space
  Use the explanation column to describe discrepancies between the query data and actual usage. Examples:
  - Room not being used by this department (if known, indicate department currently occupying the space).
  - Room now being shared (if known, indicate sharing department).
  - Renovation has changed room configuration (describe the nature of the change).
  - Department has moved (provide your new location and the name and DEPT ID of the department occupying your old space).
6. Missing Information
  This is the most frequently overlooked correction. It is vital for all of your rooms to be reported. Please take the time to assess not only what is listed, but also what is missing. To add data, refer to the steps in #3 above for adding rooms.

Getting the Survey Returned
After reviewing the completed survey(s), save your changes and email the file(s) to: asset-mgt@udel.edu. Please include "Space Survey 2008" and your department name and code in the subject line of your email. If you are responsible for multiple departments (and therefore have multiple files), please attach all files to a single email, use only one department name/code in the subject line, and then include a list of all departments surveyed in the body of your e-mail. Please also provide your space administrator's name, contact number and email so that our information remains current.

Please return all surveys no later than August 29, 2008.

If it would be useful to manipulate the Space Query file for your departmental use, please create a separate copy. Do not manipulate the file that will be returned to Asset Management.

If you have problems getting the query data, please review the following troubleshooting table for some possible solutions. If you continue to experience problems, or if you have questions about any of the other instructions, please contact Karen Brown in Asset Management at x8951.

Suggestions? We want to make the survey process as quick and easy as possible. We welcome your ideas and suggestions at: asset-mgt@udel.edu. Thanks!

Troubleshooting
Problem	Likely Cause	Fix
No query results.	The leading 0 was omitted from DEPT ID or the % sign was omitted from a DEPT ID range.	Correct input and rerun query.
Query results will not Download To Excel.	A file named WebLibQuery was detected by the Query Tool.	Delete the file and rerun query.
I saved the query results, but the Excel file does not exist.	The file was saved as html.	Rerun query if needed and select Save As xls file.
I am not sure whether to run the ADMIN or the ACAD query.	Your unit may have both types of room functions.	Call Asset Management at X8951 to determine the appropriate query.