Space management system replacement

FM:Systems is now live

FM:Systems is now the University’s official space management platform. As a reminder, completing the required training is mandatory before gaining access. If you encounter any issues during the transition, please contact uwftech@uw.edu for support.

FM:Systems is now live as the official space management system for the University of Washington! We’re excited to introduce a more streamlined and user-friendly platform for managing university spaces. To get started, visit the Space Manager service page to access the new system, explore training materials, and learn more about space data standards. As a reminder: all users are required to complete training before gaining access to FM:Systems.

As we transition to this new system, we are currently in a hypercare phase (a dedicated support period to ensure a smooth rollout). Your feedback is essential during this time. If you experience any issues or have questions, please submit them through the available support channels.

If your college or department participated in the extended project team, your first point of contact should be colleagues who were actively involved in testing and refining the new system. These individuals are well-equipped to support you during the transition. Please refer to the contact list below to find your local representative.

Approximately 75% of space managers and analysts were represented on the project team. If your area was not included in that group, or if you're unsure who to contact, please reach out to uwftech@uw.edu for assistance.

College of Arts & Sciences

  • Corinne Wheeler

  • Jason Alferness

  • Michele Jacobs

  • Nicholas Breen

  • Paul Miller

  • Paul Siscel

  • William Kaplan

College of Engineering

  • Carol Diem

  • J. Sean Yeung

  • John Young

College of the Environment

  • Stan Klonowski

Finance Planning & Budgeting

  • John Shepherd

Harborview Medical Center

  • Amanda Kirby
  • Karin Smith

School of Medicine

  • Carson Simoes

  • Jing Wang

  • Jonathan Saunders

  • Karl Kaminske

  • Kim Wisecup

  • Lisa Siu

  • Udaya Varanasi

  • Xueqing Tong

UW Bothell

  • Kaitlin Leonard

UW Facilities

  • Hyunji Song

  • Karla Kross

  • Sydney Thiel

UW Medical Centers

  • Brad Wendt
  • Kathleen Schaefers

UW Tacoma

  • Dustin Atchley

  • Jillian Leahy

  • Katie West

Vice Provost for Research

  • Richard Frenger

2024

  • January – June: System selection
  • July – October: System procurement
  • November – December: Technical project kickoff

2025

  • January – June: System implementation
  • July – September: Extended project team training and user acceptance testing
  • October: General training and go-live preparation
    • Oct. 10: Go/no-go decision by steering committee
    • Oct. 22, 5 p.m.: InVision - Space Manager set to read only
    • Oct. 23: FM:Systems deployment and core team testing
    • Oct. 24: Extended project team testing & integration cutover
    • Oct. 24, 5 p.m.: Go/no-go decision by core team
    • Oct. 27, 7 a.m.: FM:Systems goes live
  • November – December: Post go-live support & move management implementation

    • Nov. 14: InVision system fully shutdown; read-only access ends

Our project is supported by a dedicated governing body comprising three key groups: the Steering Committee, the Extended Project Team, and the Core Project Team. Each group plays a vital role in ensuring the successful implementation and adoption of our new space management system.

Table showing the three tiers of the project governance structure

Steering Committee

The Steering Committee promotes the project and garners executive support. It is made up of four groups:

  • Colleges including CAS, COE, CoEnv, SOM
  • Shared services including MAA, Facilities, IT, VPR
  • Medicine including HMC, UWMC
  • UW Campuses including UWB, UWT

Extended Project Team (super users & SMEs)

The Extended Project Team engages users, manages change and builds support.

  • Colleges including CAS, COE, CoEnv, SOM
  • Shared services including MAA, Facilities, IT, VPR
  • Medicine including HMC, UWMC
  • UW Campuses including UWB, UWT

Core Project Team

The Core Project Team builds the technology while minimizing launch disruptions.

  • UWF Asset Management
  • UWF BIT
  • UW-IT
  • FM Systems Vendor

Why does the University manage space data?

Space is a vital institutional asset that underpins academic, research and administrative functions. Managing space data ensures informed decision-making and compliance with federal and state requirements. This includes supporting the Facilities & Administrative (F&A) rate proposal, which relies on accurate research data collected through the space management system.

Who has access?

Access is granted to all university colleges, departments, campuses and medical centers. Delegated space managers can manage their organization’s space and research data. View-only access is available to the broader university community to support transparency and collaboration.

Why replace InVision?

The provider of our current space management system, InVision – Space Manager, decided to end support for that product. To ensure continuity and modernization, the university is transitioning to FM:Systems.

How was FM:Systems selected?

The core project team collaborated with university subject matter experts (SMEs) to define system requirements. A survey of peer institutions helped identify potential replacements. Each candidate system was evaluated against the requirements, and FM:Systems was selected following stakeholder review, onsite demonstrations, SME feedback and reference checks with institutions already using the space management system.

What is changing with FM:Systems?

FM:Systems retains the core functionality of InVision (space assignments, research tracking and access control) but introduces new workflows and modules. Training will be provided to support a smooth transition. As an enterprise platform, FM:Systems expands space management capabilities with strategic planning, move management and space survey tools.

Does FM:Systems support role-based access?

Yes. Existing roles such as Space Administrator, Department Administrator and Space Viewer are supported. A new role, Building Coordinator, is being introduced to allow designated individuals to manage room data within their assigned facilities.

Will InVision data be migrated?

Yes. All space and research data currently in InVision will be migrated to FM:Systems as part of the go-live process.

Will FM:Systems integrate with Workday?

Yes. FM:Systems will pull HR and financial data from Workday, enabling space administrators to assign spaces via the cost center hierarchy and department administrators to allocate PIs and grants to research spaces. FM:Systems will also serve as the authoritative source for “ship to” and “deliver to” addresses in Workday.

What other integrations are supported?

The Space Web Service (SpaceWS) will begin sourcing space data from FM:Systems instead of InVision. The schema will remain unchanged, so no impact is expected for connected systems. Additionally, FM:Systems will send space data to the enterprise data warehouse (EDW) to support ad hoc reporting.

Will training be available?

Yes! Training is required before you can access the Space Management System. To get started, visit the Bridge Learning Management System.