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. The project team is developing training modules to guide users through common workflows. These modules will be available to all system users and include:
- Getting Started
- Floorplan Navigation & Interaction
- Viewing & Managing Space Data
- Editing Space Information
- Managing Research Data
- Reporting & Analysis
- Access Control (Reference Guide)