Modifying Space Data
The University's functional estate is continually changing to adapt to the growing requirements of the University. The size of the functional estate means that there is a new building being built, refurbishment work, or moves and changes happening somewhere in the University throughout the year. To capture and record this information in line with the responsibilities of Estates Services and departments under the Estates Regulations we require help from those within the buildings.
The Information Management Team (IMT) is committed to completing its own review of a minimum of 20% of the space data every year, through visiting properties wherever possible. However, given that space data is used for a number of activities, including space charging, we expect to have our data as up to date as possible and all space audited every year with the assistance of departments. The IMT will prompt departments to check the space data held on the space management database around June each year. Departments are encouraged to notify changes as they occur or where they identify anomalies.
Space data can be viewed online. Key changes to the data, such as the occupying department and space usage, can be reported using the link in the righthand column on this page. The same link can also be used to report physical changes to the room layouts. This will generate a formal request to the IMT via the Estates database. You will be kept up to date on the progress of the change requests via automated email updates from Planon. Departments cannot alter their own space data online: changes must be reported to Estates Services, who will perform the update.
Please use the online link to report a change even if drawings or change sheets are being sent separately.
The Space Auditing Guidance Notes give further information on the information stored and designations used, as well as further guidance on how to report changes.