Space data reporting
Keeping a precise inventory of VCU’s physical space is crucial for many reasons. Most importantly, it provides information about how space is used and informs decisions regarding space utilization. This impacts everything from classroom and office assignments to new construction. Furthermore, the square footage occupied by your school or major budget unit (MBU) is a metric used to determine how much your school or MBU spends on facilities and operational costs, and therefore directly impacts your school or MBU and the entire university through the annual budget process. The state and federal government also require that space utilization be reported annually.
Reporting timeline
- January – August: During the first two weeks of each month, space data respondents submit updated space information via FM:Interact, as necessary. During the second two weeks of each month, VCU Space Management reviews, approves and follows up to confirm submitted space data, as necessary.
- September – November: Space Management verifies the space information and follows up with space ambassadors and space data respondents, as necessary.
- November: Space Management submits space data to VCU Budget, Analysis and Financial Planning.
- Every other spring: Space Management provides space data information to VCU Institutional Research and Decision Support. This organization reports the necessary space information to the State Council of Higher Education for Virginia. Space Management will inform space contacts of reporting requirements leading up to the reporting deadline.
Roles and responsibilities
VCU Space Management
Space Management oversees the gathering, tracking and reporting of space data for the university and a part of the health system. They also work closely with space data reporting contacts, particularly space ambassadors, to collect and verify the necessary data for the various schools and MBUs.
Space ambassadors
Space ambassadors are selected by their school dean or MBU leadership to serve as the liaison between their school or MBU and Space Management for all space data reporting and requests for their school or MBU. Their responsibilities include:
- Identifying and managing space data respondents for their area. They name individuals in their school or MBU who are responsible for reporting space information via FM:Interact. Ensure that space data respondents in their school or MBU are accurately reporting space information in compliance with Space Management guidelines. This also includes approving any new or updated space data submitted by their space data respondent in FM:Interact.
- Requesting new space or space changes. Submit requests for space use in any spaces owned or leased by VCU on behalf of their school or MBU, with approval from leadership.
- Coordinating with Space Management. Review gaps in space data, correct inaccuracies and manage changes to the list of space data respondents for their school or MBU in coordination with Space Management. Participate in scheduled meetings with Space Management to address these topics and ask questions, as necessary.
Space respondents
Space data respondents are selected by their school or MBU space ambassador to report accurate and current space information for their school or MBU via FM:Interact. Their responsibilities include:
- Reporting accurate and current space data for their school or department via FM:Interact during the first two weeks of each month (from April through August).
- Work with the space ambassador assigned to their school or MBU to confirm or update inaccuracies, as necessary. Space ambassadors serve as the liaison between their school or MBU and Space Management for all space data reporting and space requests for their school or MBU. Find space ambassadors here.
- Proficiency with using FM: Interact space management database. Respondents are responsible for completing the training to use FM: Interact.
SAVU resources
FM:Interact space management database training
- An online training module with step-by-step instructions to submit space data is available in Talent@VCU.
- Download a PDF of the training FMInteract and SAVU Training Module.
Space data codes
- The CIP Code Browser provides the CIP codes necessary to report space data. These codes are the the accepted federal government standard on instructional program classifications and only need to be assigned to rooms used for instructional program purposes (e.g., classrooms).
- Identity codes needed to complete SAVU:
- Department Codes [PDF] are used to assign space to departments and for annual budget reporting.
- Function Codes [PDF] are program-oriented codes that help determine the type of space.
- Space Types [PDF] indicate the classification of each space based on its primary use or activity that occurs in the space at the time of inventory.
- The Research Space Guide [PDF] provides for instructions to submit research space data.
FM:Interact
Access and submit space data, download floor plans and run space reports.
Contact us
For assistance or to request access to FM:Interact, contact Betsy Moscoso, space data analyst, at moscosobs@vcu.edu.
How do I access space data?
Access and submit space data via FM:Interact. To access FM:Interact, you must be logged into the VCU network on the Monroe Park Campus, or if you are off-campus or on the Academic Medical Center Campus, you will need to use a VPN to access the site. To set up the VPN, you can find instructions on the Technology Services website.
Why do I get an “access denied” error message in FM:Interact?
There are a few reasons you might receive this message:
- You clicked on an invalid link on the FM:Interact homepage.
- You must be logged into the VCU network on the Monroe Park Campus to access FM:Interact, or if you are off-campus or on the Academic Medical Center Campus, you need to use a VPN to access the site.
- Only approved VCU employees with a VCU eID can use FM:Interact. To request access, email Betsy Moscosco, space data analyst, at moscosobs@vcu.edu.
To access views or reports, use the blue sidebar on the left of the screen. If you continue to receive this error message, email fmdspace@vcu.edu.
What is capacity?
Capacity is the total number of employee workstations in the room as it is currently configured, not the fire code maximum capacity. Offices typically have a capacity of one; however, an office can have two or more workstations, so the capacity should reflect the total number of workstations in the room. This value is not required for room types where workstations do not exist (e.g., conference rooms, classrooms, hallways and service areas).
What is occupancy?
Occupants are the employees assigned to work in a room. If a room has a capacity (i.e., total number of workstations in the room as it is currently configured) of one or more and no occupants are assigned, it is assumed that the space is vacant. Multiple occupants can be added to a room if two or more people share the space (the capacity should reflect this as well).
Why do some spaces not appear on my inventory list?
Bathrooms, hallways, stairs, elevators, mechanical rooms and housekeeping spaces are classified as “non-assignable” spaces that cannot be assigned to a school or department. However, hallways inside of a private office, lab suite and private bathrooms may appear if they are not open to the general public.
How do I add a room assigned to my school or department that does not currently appear?
Email fmdspace@vcu.edu to share which rooms need to be reassigned to your school or department.