Facilities Planning & Management (FP&M) maintains a system-wide inventory of university space using a web-based management system which is part of the University’s “Integrated Facilities Information System” (IFIS). The IFIS system contains all information related to spaces, buildings, and grounds for the University. The F&A Cost Study, also known as Indirect Costs, is a mechanism by the University is compensated by the Federal Government for providing support and infrastructure services to sponsored research projects. Support and infrastructure services include space, utilities, maintenance, office staff, management staff, etc. This F&A Cost Study have a dollar impact on the revenues to USF. Preparation for the audit requires a collection of information related to space and its usage. Some of this required information can be developed by the central administrative offices. However, some of the information can only be provided by the residents of the buildings. A web-based computer system was developed to help with the data acquisition for this audit.

The Facilities Management & Planning department has the responsibility for inventory, utilization, modification and evaluation of academic and administrative facilities on USF S-M main campus and off-campus facilities owned or leased by the University. University and provides on-line floor plans for the buildings and photographs for the individual spaces.

The space information is used by the University for many purposes. Of them the primary purposes are:

1. To meet the federal government Facility and Administrative (F&A) Cost Study.
2. To generate an annual report to Florida Board of Education, listing all spaces classified by type.
3. To provide the available space information data to the class scheduling programs.
4. To provide the available space information data to the property management systems.

Scope & Importance Need for Data

All space at the university must be accounted for by the functionality and occupancy of each room. Once the information is gathered in the system, the colleges and divisions can use the information to manage and allocate spaces within their areas.

The data specified in this Space File is used as the base by the University to develop the documents as required by the Federal Government.

Space Allocation Policies & Procedures

Facilities Planning & Management has the responsibility for determining the policies for campus space management.

1. Space is a University resource and is an enormous asset.
2. Space is allocated to align with the University strategic goals.
3. Space resources should be deployed in the most efficient and effective manner.
4. University space can be reassigned to achieve optimal utilization and respond to current and emerging needs.

Responsibility for assignment and reassignment of space follow divisional and departmental hierarchies with Facilities Planning having the final authority. This includes the following functions:

1. Space Assignments for the USF Sarasota Manatee Campus
2.Administration of the web-based space management systems
3. Verification and certification of USF S-M space database
4. Administration of space requests
5. Coordination with USF Tampa (Facilities Planning, Physical Plant, Office of Planning Budget & Analysis).

The University of South Florida Sarasota-Manatee operates and maintains physical facilities, in multiple locations, that are appropriate to serve the needs of the educational programs, support services, and other mission-related activities. Facilities Planning and Management (FP&M) oversees USF Sarasota-Manatee’s physical resources.