0.003/01/88 DIANE LIVELY 1.0 INTRODUCTION ------------ THE FACILITIES INVENTORY SYSTEM IS USED TO DETERMINE AND EVALUATE THE UTILIZATION OF FACILITIES AND TO REPORT ROOM DATA TO SCHEV (COUNCIL OF HIGHER EDUCATION FOR VIRGINIA). THE REPORTS ARE USED TO SHOW ROOM DATA, TO SHOWS CLASSES TAUGHT, TO EDIT ROOM DATA AND ROOM UTILIZATION, TO SHOW HOW FACILITIES ARE BEING USED AND WHEN, TO LIST ROOMS NOT BEING USED, TO COMPUTE UTILIZATION INDICATORS, AND TO SUMMARIZE DATA FOR COMPARISON PURPOSES. 2.0 SYSTEM NARRATIVE ---------------- ONCE A TERM, FIS530 IS RUN TO CREATE A ROOM TRANSACTION FILE FOR SCHEV. ACTIVE ROOMS WITH SQUARE FOOTAGE NOT EQUAL TO ZERO ARE INCLUDED. "TBA" ROOMS SHOULD HAVE ZERO SQUARE FEET TO KEEP FROM BEING INCLUDED IN THE FILE. "Z" BUILDINGS THAT ARE NOT USED FOR CLASSES DURING THE TERM ARE NOT INCLUDED. "Z" BUILDINGS ARE NOT OWNED OR RENTED BY THE COLLEGE. BELOW IS A BRIEF DESCRIPTION OF DATA ITEMS REPORTED TO SCHEV. THESE FIELDS ARE CONTAINED IN THE ROOM SEGMENT. THE DEFINITIONS ARE DEFINED BY SCHEV. FOR MORE INFORMATION, PLEASE SEE THE VIRGINIA FACILITIES MANUAL. ROOM SIZE - THE MAXIMUM NUMBER OF STATIONS OR SEATS. THIS IS BLANK UNLESS THE ROOM USE CODE IS 110, 210, 220, 310, 410, 610, 910, OR 920. ROOM USE - ROOM USE DESCRIBES THE MAIN USE OF THE ROOM. THE CODES LISTED BELOW ARE THE MOST COMMONLY USED. CODE CATEGORY DESCRIPTION 110 CLASSROOM CLASSROOM 115 CLASSROOM SERVICE AREA 210 LAB HEAVY LAB 215 HEAVY LAB SERVICE AREA 216 REGULAR LAB 217 REGULAR LAB SERVICE AREA 220 SPECIAL LAB 225 SPECIAL LAB SERVICE AREA 230 STUDY LAB 235 STUDY LAB SERVICE AREA 310 OFFICE STAFF OFFICE 410 STUDY LIBRARY 510 SPECIAL USE ARMORY 520 PHYSICAL EDUCATION 610 GENERAL USE ASSEMBLY ROOM 615 SERVICE AREA ROOM USE CODES 050, 060, AND 070 ARE FOR UNCLASSIFIED ROOMS. ROOM USE CODES 081, 082, AND 083 ARE FOR NON- ASSIGNABLE AREAS. ASSIGNABLE MEANS IT CAN BE USED BY AN OCCUPANT. THIS DOES NOT INCLUDE AREAS NECESSARY FOR THE OPERATION OF A BUILDING. NON-ASSIGNABLE AREAS INCLUDE CUSTODIAL, CIRCULATION, MECHANICAL, OR STRUCTURAL AREAS. ROOM FUNCTION - THE FUNCTIONAL USE CODE DESCRIBES THE MAIN OPERATIONAL AREA THE ROOM SERVES AS IT IS PRIMARILY USED. 1 - INSTRUCTION 2 - LIBRARIES 3 - RESEARCH 4 - ADMINISTRATION/GENERAL 5 - ORGANIZED ACTIVITIES RELATED TO INSTRUCTION 6 - EXTENSION AND PUBLIC SERVICE 7 - PHYSICAL PLANT OPERATION AND MAINTENANCE 8 - AUXILIARY ENTERPRISES 9 - NON-INSTITUTIONAL AGENCIES 0 - UNASSIGNED AND NON-ASSIGNABLE ROOM PROGRAM - THIS IS DETERMINED BY THE PRIMARY USE. THE MAJOR CLASSIFICATION PROGRAMS ARE INSTRUCTION (1), ORGANIZED RESEARCH (2), PUBLIC SERVICE (3), ACADEMIC SUPPORT (4), STUDENT SERVICE (5), INSTITUTIONAL SUPPORT (6), INDEPENDENT OPERATONS (7), UNASSIGED ASSIGNABLE AREAS (8), AND NON-ASIGNABLE BUILDING SERVICE (9). THE ROOM PROGRAM IS '91' IF THE ROOM USE IS NON-ASSIGNABLE. THE ROOM PROGRAM IS '81' OR '82' IF THE ROOM USE IS UNCLASSIFIED. DISCIPLINE - IF THE PROGRAM CODE IS 11, 12, 13, 14, 21, 22, 31, OR 32, THE DISCIPLINE IS REQUIRED. IT IS DETERMINED BY THE PRIMARY USE. THE DISCIPLINE IS '0000' IF ROOM USE IS '110'. IF THE PROGRAM IS '45', DISCIPLINE IS '1200'. IF THE PROGRAM IS '51', DISCIPLINE IS '7200'. IF THE PROGRAM IS '55', THE DISCIPLINE IS '7320' OR '7330'. IF THE PROGRAM IS '66', THE DISCIPLINE IS '7330'. ACCESSIBILITY - THIS REFERS TO WHETHER A HANDICAPPED PERSON CAN ENTER AND USE A ROOM. A '0' CODE MEANS ACCESSIBLE, '1' MEANS INACCESSIBLE BUILDING, '2' MEANS INACCESSIBLE FLOOR, '3' MEANS INACCESSIBLE ROOM ENTRANCE, AND '4' MEANS THERE IS NO ACCESSIBLE STATION. SUITABILITY - THIS REFERS TO THE FUNCTIONAL ADEQUACY. '1' MEANS SUITABLE, '2' MEANS THE ROOM NEEDS RENOVATION, AND '3' MEANS UNSUITABLE FOR ITS INTENDED USE. SQUARE FEET - THIS IS THE ROOM'S FLOOR AREA TO THE NEAREST WHOLE NUMBER. FIS500 LISTS ROOM INFORMATION AND THE CLASSES SCHEDULED IN THE ROOM FOR A SPECIFIED TERM AND PERFORMS SOME EDITING OF DATA. PARAMETERS CONTAINING MAXIMUM OVERLOAD PERCENTAGES FOR CLASSROOMS (ROOM USE 110) AND LABS (ROOM USE 210) ARE ACCEPTED THROUGH THE HEADER CARD. THESE ARE SUBJECT TO CHANGE BY SCHEV. IF THE ENROLLMENT/STATIONS RATIO EXCEEDS THE MAXIMUM, THE MESSAGE, 'STATIONS OCCUPIED LIMIT EXCEEDED', IS PRINTED. ALSO ACCEPTED THROUGH THE HEADER CARD, IS A CONTACT HRS/CREDITS RATIO. TO GET CONTACT HOURS, THE BEGINNING AND ENDING CLASS TIMES ARE EXAMINED TO DETERMINE CLOCK HOURS, THEN CLOCK HOURS IS MULTIPLIED BY THE SESSION FACTOR. A SESSION FACTOR OF 1.000 MEANS THE CLASS MEETS THE ENTIRE TERM. IF THE CONTACT HOURS- TO-CREDITS RATIO IS EXCEEDED, THE MESSAGE, 'CONTACT TO CREDIT LIMIT EXCEEDED', IS PRINTED. IT IS ALSO AN ERROR IF A CLASS MEETS IN A ROOM MARKED AS INACTIVE. FIS510 PRINTS A FACILITIES INVENTORY REPORT BY BUILDING (FIS510 OPTION) OR BY BUILDING AND GUIDE NUMBER (FIS511 OPTION). INACTIVE AND "TBA" ROOMS ARE NOT INCLUDED IN THE REPORT. IT ALSO PRINTS AN ANALYSIS OF PHYSICAL PLANT INVENTORY BY BUILDING, WHICH IS A SUMMARY BY GUIDE CATEGORY. THE GUIDE NUMBER ASSIGNED TO EACH ROOM IS DETERMINED BY THE ROOM USE AND/OR ROOM FUNCTION. IF A GUIDE NUMBER CANNOT BE ASSIGNED, THE ROOM WILL APPEAR ON AN ERROR LIST. THE GUIDE CATEGORY IS DETERMINED AS FOLLOWS: GUIDE CATEGORY FUNC ROOM USE CODES GENERAL CLASSROOM 1 110,115 CLASS LABORATORY 1 210,215 TEACHING FACULTY OFFICE 1 310-312,315,350,355 LIBRARY STACK, READER, AND SERVICE 2 PHYSICAL ED & ATHLETIC ACTIVITY 1 520,523,525 SPECIAL CLASS & INDIVIDUAL STUDY LAB 1 220,225,230,235 GENERAL USE & SERVICE (OTHER INSTR) 1 NOT 110,115,210,215,310- 312,315,350,355,520, 523,525,220,225,230,235 RESEARCH FACULTY OFFICE AND SERVICE 3 310-312,315,350,355 OTHER RESEARCH SPACES(NON-CLASS LAB) 3 NOT 310-312,315,350,355 EXTENSION AND PUBLIC SERVICE OFFICE 6 310-312,315,350,355 ADMINISTRATIVE AND GENERAL OFFICE 4 310-312,315,350,355 PHYSICAL PLANT 7 ORGANIZED ACTIVITIES 5 NON-OFFICE EXTENSION & PUBLIC SERV 6 NOT 310-312,315,350,355 NON-OFFICE ADMINISTRATIVE & GENERAL 4 NOT 310-312,315,350,355 AUXILIARY ENTERPRISES 8 NOT 900 RESIDENT 8 900 NON-INSTITUTIONAL AGENCY 9 UNASSIGNED 0 050, 060, 070 NON-ASSIGNABLE 0 081, 082, 083 FIS520 PRODUCES A REPORT OF ROOMS THAT ARE NOT BEING USED TO TEACH CLASSES. IT CAN BE RUN FOR A SPECIFIC TERM OR ALL TERMS. IT CAN BE RUN FOR A SPECIFIC ROOM USE AND FUNCTION OR FOR ALL. TO DETERMINE IF A ROOM IS USED FOR A PARTICULAR TERM, THE LOGICAL RELATIONSHIP FROM ROOM TO CLASS MASTER IS USED. IF A CLASS MASTER IS FOUND, THE ROOM IS USED. EACH CLASS MASTER SHOULD HAVE ONE OR MORE DETAIL RECORDS. A ROOM WITH ALL CANCELLED CLASSES IS STILL CONSIDERED USED. FIS540 IS RUN TO CREATE A FILE OF ROOM UTILIZATION INDICATORS FROM WHICH CONCLUSIONS CAN BE DRAWN CONCERNING EFFECTIVE ROOM UTILIZATION. THE DISK FILE IS USED BY FIS541 TO PRODUCE A SUMMARY REPORT AND BY FIS542 TO PRODUCE A COMPARISON REPORT. SEVEN UTILIZATION INDICATORS ARE COMPUTED AND LISTED: A. STATION USE HRS - ROOM USE HRS X NO. OF STATIONS B. ROOM USE HRS - HOW MANY HRS THE ROOM IS UTILIZED C. % OF STATION OCCUPANCY - (STATION USE HRS X 100) / (ROOM USE HRS X NO. OF STATIONS) PROPORTION OF TOTAL STATIONS OCCUPIED D. AVERAGE STATION UTILIZATION RATE - STATION USE HRS / NO. OF STATIONS AVERAGE NO OF HOURS A STATION IS USED DURING A WEEK E. CONVERTED STATION USE HRS - STATION USE HRS X 1.2 (60/50) (NEEDED BECAUSE SOME COLLEGES HAVE 50-MINUTE CLASSES BUT WANT THEM COUNTED AS USING THE ROOM A FULL HOUR) F. REQUIRED STATION USE HRS - SQ FT / SPACE PLANNING GUIDE VALUE RECOMMENDED USAGE CONSIDERING SPACE AND FTES G. ROOM JUSTIFICATION % - CONVERTED OR ACTUAL STATION USE HRS % REQUIRED STATION USE HRS ROOM USE HRS IS COMPUTED BY MULTIPLYING THE SESSION FACTOR BY MINUTES/60. STATION USE HRS IS COMPUTED BY MULTIPLYING THE SESSION FACTOR BY (ACTUAL ENROLLMENT * MINUTES)/60 AND MULTIPLYING THAT BY THE INSTRUCT-WEEKS FACTOR. FIS540 ASSIGNS EACH ROOM A DISCIPLINE CODE BY EXAMINING THE ROOM USE CODE AND FUNCTION. "C" (CLASSROOM) IS ASSIGNED IF THE FUNCTION IS 1 AND THE ROOM USE IS 110 OR 115. "H" (HEAVY LAB) IS ASSIGNED IF THE FUNCTION IS 1 AND THE ROOM USE IS 210 OR 215 WITH THE ROOM DISCIPLINE OF 1002 (ART), 1004 (MUSIC), OR 5300-5399 (MECH & ENG TECH). "R" (REGULAR LAB) IS ASSIGNED IF THE FUNCTION IS 1 AND THE ROOM USE IS 210 OR 215 WITH ALL OTHER DISCIPLINES. THE DISCIPLINE CODE INDICATES WHICH SPACE PLANNING GUIDE VALUE TO USE FOR THE COMPUTATION. ROOM JUSTIFICATION CAN BE COMPUTED USING CONVERTED STATION USE HRS OR ACTUAL STATION USE HRS. IF THE DETAIL RECORDS SHOW CLASS TIMES ROUNDED TO THE HOUR INSTEAD OF 50 MINUTES, YOU WOULD PROBABLY NOT WANT TO USE CONVERTED STATION USE HRS. CONVERTED STATION USE HOURS ARE COMPUTED BY MULTIPLYING STATION USE HOURS BY 1.2 (60/50). "DAY" REPRESENTS THE HOURS OF 7 A.M. TO 5:59 P.M. "EXTENDED DAY" REPRESENTS THE HOURS OF 7 A.M. TO 6:59 A.M. (DAY AND EVENING). FIS541 PRINTS A PAGE OF SUMMARY DATA WHEN THERE IS A BREAK ON ROOM FUNCTION, ROOM USE, OR DISCIPLINE CODE. THE REPORT IS FORMATTED SIMILAR TO FIS540. FIS542 SHOWS THE STATION USE HOURS, REQUIRED STATION USE HOURS, AND JUSTIFICATION PERCENT BY ROOM USE CATEGORY. IT ALLOWS THE DATA TO BE COMPARED FOR DAY AND EXTENDED DAY WITH "Z" BUILDINGS INCLUDED AND DAY AND EXTENDED DAY WITH "Z" BUILDING EXCLUDED. * 3.0 DATA BASE DESIGN ---------------- BUILDING DATA BASE --------------- ] ] ] BUILDING ] ] ] --------------- ] --------------- ] ] ] ROOM ] ] ] --------------- CLASS DATA BASE ] . . . . . . . . --------------- . . ] ] . BUILDING/ . - - - - - ] CLASS ] . CLASS . ] MASTER ] . . . . . . . . --------------- ] --------------- ] CLASS ] ] DETAIL ] ] ] --------------- 3.1 ROOM SEGMENT (BLDGROOM) ROOM-NUMBER PIC X(4). (KEY) ACCESSABILITY PIC X. ACTIVE-INACTIVE PIC X. AIR-CONDITIONED PIC X. AREA-METERS PIC S9(5)V9 COMP-3. DATE-INVENTORY. DATE-INV-YR PIC XX. DATE-INV-MO PIC XX. DIVISION-CODE. CAMPUS PIC X. DIV-CODE PIC X. FILLER PIC X(4). ROOM-DESCRIPTION PIC X(20). ROOM-DISCIPLINE PIC X(4). ROOM-FUNCTION PIC X. ROOM-PROGRAM PIC X(2). ROOM-SCHEDULE-CODE PIC X. ROOM-SIZE PIC S9(4) COMP-3. ROOM-USE PIC X(3). SQUARE-FEET PIC S9(6) COMP-3. SUITABILITY PIC X. * 4.0 PROGRAMS LIST ------------- 4.1 FIS500 - FACILITIES INVENTORY ROOM USE EDIT REPORT 4.2 FIS510 - FACILITIES INVENTORY REPORT BY BUILDING OR GUIDE 4.3 FIS520 - ROOMS NOT ON CLASS MASTER 4.4 FIS530 - BUILD SCHEV ROOM TRANSACTION FILE 4.5 FIS540 - ROOM UTILIZATION REPORT 4.6 FIS541 - ROOM UTILIZATION SUMMARY REPORT 4.7 FIS542 - ROOM UTILIZATION COMPARISON REPORT 5.0 PROGRAM OPTIONS --------------- FIS54001 - THIS OPTION RECORD IS USED TO STORE SIX SPACE PLANNING GUIDES. THERE IS AN EXTENDED AND REGULAR VALUE FOR EACH ROOM DISCIPLINE--CLASSROOM, HEAVY LAB (ART, MUSIC, ENG), AND REGULAR LAB. THESE SPG'S ARE NEEDED TO DETERMINE REQUIRED STATION USE. THEY MUST BE NUMERIC AND NOT ZERO. THEY VARY DEPENDING ON FTES. VALUES MAY BE OBTAINED FROM THE RESEARCH OFFICE. POSITION PICTURE 1-4 EXTENDED CLASS 99.99 5-8 EXTENDED HEAVY LAB 99.99 9-12 EXTENDED REGULAR LAB 99.99 13-16 REGULAR CLASS 99.99 17-20 REGULAR HEAVY LAB 99.99 21-24 REGULAR REGULAR LAB 99.99 25-90 NOT USED FOR FTE OVER 2500: 005504310194007205210234