Space Management System User Guide

Introduction

The University of Cincinnati Space Management System (UCSMS) is a web based tool for accessing data related to the university buildings, rooms and other space related data. The data accessed from the system comes from the Space Management database and other university databases. Some of the features of the UCSMS are:

  • Web access to a wide variety of reports
  • Building floor plans that can be highlighted by room type or department
  • Ability to export reports to Excel, Word or PDF formats
  • Room, Department and Employee “Locators”
  • Web form for requesting college/department data updating. (For authorized users only)

The UCSMS allows the entire UC community, including students, faculty and staff, to access data as well as allowing UCSMS Departmental Administrators from around the university to update data associated with their department’s space.

This guide is designed to help the general UC community utilize the system. Everyone with a UCid and access to UC’s central login system will be able to access the system. UCSMS Departmental Administrators will be given another guide to learn how to update data in the system.

You can access the Space Management home page at the link below.

http://www.uc.edu/space

Some of the documents available on this page include: room type definitions, square footage definitions and other information contained in the system.

You can also find the link to Central Login page for access to the secure portion of the UCSMS.

Logging In

Login by going to http://www.uc.edu/space and clicking on the “Enter University of Cincinnati Space Management System (UCSMS)” button on the right side of the page.

Navigating The System

Layout of Space Management System interface

Figure 1

Interface Layout

There are multiple methods for navigating the UCSMS

  • Menu Bar
  • Tree Navigation
  • Map Navigation
  • Reports
  • Home & Universal Reporting

You can find details regarding these sections below. Figure 1 above shows you where to find the sections on the page.  

Menu Bar

The Menu Bar section at the top right of the screen lists who is logged into the system and allows the user to Sign Out. It also has a link to a “Help” function that connects to the software company’s Help menu.

Home and Universal Reporting

To the right of the “University of Cincinnati Campuses” text in the top left portion of the page are three buttons for high level university data.

Clear – This button takes you back to the home/start page.

XLS – This button exports acreage and square footage data in Excel format about each campus/site associated with UC.

PDF – This button exports acreage and square footage data in PDF format about each campus/site associated with UC.

Add this view to My Favorites

This plus sign “+” button adds the UCSMS to your browsers favorites.

Send link to this view via email

This button pastes the link to whatever page you are in into an email so you can send that page to a colleague. In order for this to be successful your colleague must be logged into the system before clicking on the link.

To navigate from the overall university view down to the building/floor view users have the following two choices.

Tree Navigation

The Navigation Tree Section is located on the left side of the page and is one of the ways you can navigate to the desired level of the hierarchy.

  • University
  • Branch
  • Building
  • Floor

From the start/home page, once you click the name of the branch you wish to navigate to the Buildings List appears below the Campus List.

From the Campus Page the user can navigate to a building click on the Details button to the left of the building name in the building list.

Users can use data filter boxes to narrow searches by entering any part of the name of the campus or building he or she is looking for.

Map Navigation

From the map view on the right side of the screen, you can use the red dots/links to drill down to the next level in the hierarchy until you reach the level you would like. This section incorporates maps, photographs and icons depending upon where you are in the hierarchy.

From the start/university page, you can hover over the red dot icons to view some basic data about the campuses such as each campus’ acreage and square footage. To drill down to the campus level click the red dot and then click the “Zoom to Campus” text at the bottom of the page.

From a campus page, you can hover over the red dot icons to view some basic data about the buildings such address, building number and square footage. To drill down to the building level click the red dot and then click the “Building Detail” text at the bottom of the page (you may have to scroll down in the pop‐up window).

Building Summary Page

Layout of Building Summary Page interface

Once you navigate to the building page from either Navigation Tree or the Map Navigation the top section of the Building Summary Page contains general information the building you selected.

The bottom section of the page lists information about each floor in the building and also has links to reports that are specific to each floor. Those reports are as follows.

  • Room Inventory Report – A tabular report that lists room numbers, square footage, capacity, departmental assignment and the name of employees assigned to each room.
  • Architectural Plan – A graphic report that shows the floor plan
  • Department Highlights ‐ A graphic report that shows the floor plan with each room highlighted by a unique color/pattern associated with each UC department.
  • Rooms by Category ‐ A graphic report that shows the floor plan with each room highlighted by a unique color/pattern associated with room type assigned to the room.

Reports

Layout of Reports section of Space Management System

The Reports section of the website contains reports with a variety of data available. Click on the Reports button (right side of the screen below the menu bar and above the map) to access this data.

Data Filter Section - This functionality allows the user to narrow the search for data. The user can type in any key words (or any parts of words) or numbers and this narrow the results to only those records that include the text or numbers entered into the filter windows. Each field/type of data can be filtered.

Export to PDF – This button will export the report in PDF format.

Export to XLS – This button will export the report in XLS format.

Change Report Window – This button allows the user change the size and location of the report window. Note: the main website page remains behind any report window allowing the user to see  the main page and a report at the same time.

Close Report – This button will close the report and return the view to the main web page.

Some reports are only available depending whether the user is at that University, Campus or Building level of web site navigation. Below is a list of all reports available to users. If you do not see a report listed in the Reports pull down then that report is not available at the level where the user has navigated to.

This reports lists the campuses where the UCSMS tracks buildings.

This reports lists buildings. If the user selects this report from the highest level (University level) of the navigation then this report will list every building on every campus. If the user selects this report from the Campus level of the navigation then this report will list all buildings on the selected campus.

This reports lists UC employees that are assigned to a room in the UCSMS. This report is from the Campus and Building levels of the navigation. This report lists all the employees assigned to a room on the selected campus.

This report is an alternate method to get to a Building Information page. This report is only available from the Campus level of the navigation. This reports lists the buildings on a campus. When the user clicks on a building it takes the user to the Building Information page for the selected building.

This report allows the user to see what employees are assigned to which rooms.  It is designed to drill down multiple levels. This report is available from the Campus and Building level of the navigation. When a user first opens the report, he or she will see only the first building on the campus listed. The easiest way to use the report is to use the filters to select the building and floor where the employee is located. The user can also expand a section of the page clicking the faint double rows of dots and pulling down. If the user would like a list of all employees assigned to rooms in building, select the building and then click the “Paginated Report” button on the right side of the window. That button will kick off a process to create a report and export it to a Word document. When it is 100% complete, click the long file name to open in Word.

This report allows the user to see what employees are assigned to which rooms.  It is designed to drill down multiple levels. This report is available from the Campus and Building level of the navigation. When a user first opens the report, he or she will see only the first building on the campus listed. The easiest way to use the report is to use the filters to select the building and floor where the employee is located. The user can also expand a section of the page clicking the faint double rows of dots and pulling down. If the user would like a list of all employees assigned to rooms in building, select the building and then click the “Paginated Report” button on the right side of the window. That button will kick off a process to create a report and export it to a Word document. When it is 100% complete, click the long file name to open in Word.

This report allows users to see what rooms are assigned to what departments by location.  This report is designed to use filters navigate to the desired department and floor. Rooms by Organization – This report allows the user to get a list of all the rooms assigned to a department. The user selects the department in the top section. This will list the rooms in the bottom section. The user can export the data in the bottom section to either Word or Excel by clicking the DOCX or XLS buttons on the top right side of the report window.

This report allows the user to get a list of types of rooms assigned to a department.  This report is designed to use the filters to select a department. Once the user selects a 9 department he or she can select particular room type category that will show the user the counts of room types in the sub category. The user can use the “Paginated Report” in the button in the top right corner of the report page to export the data to a Word document.

This report allows the user to see a selected room on a floor plan. Use the filters navigate to the desired room. Note: use the view slider to see data is not visible on the screen. The right side of the floor plan window has tools that allow the user to pan, zoom and other viewing functionality. Click the DOC button in the top right section of the floor plan window to export the floor plan to Word. Click the Paginated Report button in the top right corner of the report window to export the floor plan with data about the selected room.

This report allows a user to view a floor plan with a highlighted room where a selected employee is assigned. There are two paths get to the selected. The user can either select the name from the employee name window or select a department from department code window. Once the user selects the employee, he or she will click the show button in the top right section of the report window to create the floor plan. Click the Paginated Report button in the top right corner of the report window to export the floor plan with data about the selected employee.

This report shows the user where a department is located throughout the university. The user can search for the department by department code, building code or using the filter tree on the lower left side of the report window to select a floor in a building. This will bring up a floor plan with hatch marks that indicate which rooms are assigned to the selected department.

This report also allows the user filter by building and get floor plans of with hatching patterns on the floor plans for a building. The “Paginated Report” button exports the floor plans to a Word document. Note the Paginated Report feature will exports all floors plans assign to the selected department or building regardless of which floor plans the user may have selected in the “”Select Floor” section of the report in the bottom left corner of the report window.