Office of Institutional Resources and Research
Our policy is to conduct surveys of all space (buildings and rooms) on an annual basis, and maintain the MUSC facilities database. Rooms are coded on their predominant usage and allocated to the department that is accountable for the activity conducted in the rooms. If necessary, additional space surveys may be conducted throughout the year on an as-needed basis. Current efforts are underway to modify this older system to a web-based, user-friendly form.
The facilities inventory reflects the status of the buildings and the current use of space within those buildings (room data) as defined by the South Carolina Commission on Higher Education (CHE). In the Fall of each year, the collected information is submitted to the Commission. The data that are gathered in the inventory are structured to provide a variety of reports for institutional use and, where appropriate, for inter-institutional, statewide, or national surveys. Currently, the building and room information in this database is also the basis for the Facilities and Administrative (F&A) Rate Study, Medicare/Medicaid reports, MUSC colleges' databases, the Medical University Hospital Authority's facilities, as well as serving as important links to the University Fixed Assets/Property Control system, and the University Engineering & Facilities (Physical Plant) work order system. The facilities database is also used to generate reports and queries to support a variety of et al inquiries in order to fulfill user requests.
I. Prep Work
B. A survey timeframe is then estimated, usually beginning in November and lasting through the following summer.
C. An updated listing is comprised of all departments to survey, with contact names and phone numbers.
D. A departmental room list and master room list by building are printed from the facilities database to be used as the official listings the annual survey duration.
B. In most cases, two personnel from our Office conduct these surveys, one updating the line drawings as the space is walked, and the other documenting the room uses. Some space may be surveyed by sitting around a conference table verifying the line drawings...usually if there have been no changes in the space from the previous year. During the physical walk through,, any changes to the line drawings are documented and new room numbers may be assigned when necessary. When surveying, many steps are taken in sensitive areas, so that patients and research are not disturbed.
B. Changes to the line drawings are updated within our Office.
C. On some occasions, more than one department might claim a room. If this happens, any disputed rooms are addressed and discrepancies are resolved with both parities coming to an agreement.
D. Changes to departmental space data are updated in the MUSC facilities database. Each room is assigned two sets of coded, based on descriptions from the Commission on Higher Education. Actual room coding is by primary/predominant usage.
E. Once the data entry is complete, verification reports are printed and sent to all departmental liaisons for their review and response. If necessary, revised reports are sent again. Though departments are generally only surveyed once a year by our Office, if significant changes occur in their space throughout the course of the survey year, another walk through(s) may be conducted and verification report(s) sent.
F. After all departments have been surveyed, any rooms not claimed by a department are then investigated for proper coding and departmental allocation.
G. All building element data is examined for accuracy and updated when necessary, before submitting to the Commission on an annual basis.