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Space Information Management System (SIMS)

Access to SIMS Information
Assistance Related to Space Information & SIMS
Role of the Data Steward & Users of SIMS
Relationship to Other University Systems

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Space information is intended for the following uses:

• In support of the calculation and recovery of Facilities and Administrative (F&A) or indirect costs from federal and other sponsors
• As a resource for University administrators in planning and making assignments of space, and in distributing costs related to space
• As a resource for space and research planning metrics

Implementation of SIMS (Space Information Management System) began during winter 2000 with the purchase and installation of FM:Systems, a software product customized for use by Northwestern University. The main function of SIMS is twofold:

• Collection and update of space information through a web-based space survey distributed to roughly 200 departmental
• Distribution of alphanumeric data, plans, and standard reports via a Web site to Northwestern users

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Access to SIMS Information

Access to SIMS is subdivided into categories of users:

SIMS FM:Interact, which is the SIMS information web site, will be used for distribution of data and building plans maintained within the system. Currently this web site is under construction and is being tested, and is expected to be more generally available in spring of 2004.

• Use will be limited to authorized users of Northwestern's network.
• All reports/documents have a copyright.
• Specialized reports specific to a school, department or user will be made available by way of a user ID/password.
• Excel or Access reports will be available via download from FM:Interact.

It is anticipated that using field measured AutoCAD drawings from which net assignable square footages (nasf) are derived and on which room data are superimposed, users of SIMS will more easily be able to identify errors. The FM:Interact Web site will be intended, not just to make available space information, but to provide a tool by which schools and departments can more easily identify incorrect or out-of-date data.

SIMS Survey, which is electronically distributed to designated departmental users across the University, is a Web site that allows access to a particular department survey using a unique user code and password. At the start of each survey cycle, Facilities Management Planning provides user codes and passwords.

SIMS FM:Systems, which is the SQL Server 2000 engine that supplies information to the FM:Interact and Survey Web sites, can be made directly available to schools, departments or users. This direct use of FM:Systems requires purchase of "seats", and is not particularly user friendly. User needs can best be met with the FM:Interact Web site, which allows for download of information into Excel and Access. ITCS operates the servers on which FM:Systems resides. Information is backed up frequently. Maintenance is typically scheduled for weekends.

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Assistance Related to Space Information & SIMS

While information will available through the FM:Interact Web site, data downloads and reports or general assistance are available by contacting one of the following:

Paul Weller, Director of Facilities Management Planning;

Kevin Grzyb, Space Information Manager.

Kevin Grzyb can handle questions related to the operation of the system and surveys.

Information related to leased properties should be directed to Ranee Berliant, Property Manager.

Information related to activity codes and percentages, or questions related to Indirect Cost Recovery and effort reporting, should be directed to Cindy O'Connor, Assistant Controller & Director of Cost Studies Planning.

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Role of the Data Steward & Users of SIMS

The role of Facilities Management Planning as related to SIMS includes:

• Implementation, maintenance, modification and operation of the system;
• Yearly collection of information (space survey);
• Downloads and preparation of special reports as requested by users;
• Development and linkage of field-measured AutoCAD documentation serves as the basis for room square footages;
• Designation of room numbers within facilities;
• Designation of room use within the database;
• Verification of school and departmental space assignments;
• To the extent possible with staffing available, verification of the assignee, occupant, and station number fields within the database.

Information collected within SIMS to be provided by or maintained by the departments:

• Identification of any discrepancies between field conditions and information included in the database (alphanumeric or graphic)
• Update of space assignees and occupants and, where relevant, productivity department
• Update of room description (a free-form text field provided solely for use by departments to include additional information about a room)
• Completion of activity information (used in F&A or indirect cost rate calculation)

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Relationship to Other University Systems

HRIS information transferred to SIMS (download includes employee ID number, employee name, department number, department name, position type, position category, and "area" equating to "school" within SIMS {parent group}) is necessary for generation of assignee and occupant fields in the survey and database. As part of the download process, department numbers are combined with employee ID's, which allows for grouping of individuals within each department survey within SIMS. Information within SIMS reflects HRIS data at the point it was downloaded, and hence information subsequently entered into HRIS is not automatically reflected within SIMS.

Building numbers within SIMS correspond to those within CUFS. Multiple location fields in HRIS are, at present, unrelated to (or not derived from) information within SIMS. Currently, SIMS is not linked to NUORISM, Facilities Management Operations (FMO) or Facilities Design & Construction (FMDC) Systems.

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