OSU Space Management has the designated responsibility for maintaining the university’s space inventory. 

Our Mission:

To promote efficient use and allocation of space by supplying accurate and timely information and analysis that informs capital and space planning decisions and optimizes the Federal Finance and Administration Cost Recovery for OSU. 

The Space Management Unit within Capital Planning and Development manages the space use of the 8,000,000+ square feet of OSU space around the state of Oregon, which equates to billions of dollars in facility assets.  When we can better identify underutilized space, and optimize efficient use of existing space, OSU can realize reduced occupancy costs, as well as meet sustainability and stewardship objectives. 

Targeting improvements to better identify underutilized space and optimizing efficient use of existing space, CPD’s Office of Space Management continually strives to better respond to the increased scope of responsibility and demand for effective stewardship and accountability in managing the 8,000,000+ square feet of OSU space around the state of Oregon, which equates to billions of dollars in facility assets. 

Significant data query and reporting upgrades were made to the space management database, resulting in streamlined reporting operations and providing a deeper understanding of real-time space information across campus.  New systems have saved hundreds of hours of collating information that historically have been needed to aggregate information about facilities across OSU.

A complete shift of space usage codes was made to align OSU with the Postsecondary Education Facilities Inventory and Classification Manual (FICM) standard, which is the standard in classifying and reporting space in higher education settings.  

With the target of completing field verification of all OSU space throughout the state by 2017, Space Management continues to make great strides in an intensive effort to map and inventory all OSU space.

 

Who We Are

The Space Management team provides effective stewardship of the OSU space allocation database, manages space requests, facilitates the Annual OSU Space Survey, supports campus moves coordination and provides accurate and timely space allocation and utilization data reports to inform long-term space needs decision-making.

 

What We Do

Planning

  • Integrate space management planning with university planning objectives
  • Plan for current and future space management and planning needs of Oregon State
  • Identify strategies for space management efficiency to meet OSU goals and objectives
  • Manage OSU Space Use Guidelines and Annual Space Reports and assist in the application of this information

Services and Processes

  • Managing OSU's Space Allocation database and AutoCAD drawings
  • Validating space data through conducting site audits to verify and validate space allocation and usage and through facilitating the annual OSU Space Survey
  • Overseeing space requests and assisting in campus moves coordination
  • Maintaining OSU Space Use Standards and Policies and Annual Space Reports
  • Providing timely space usage information to inform university-wide decision-making

 

How We Operate

Oregon State University is required to maintain an accurate inventory of all buildings it owns or leases.  OSU Space Management has the designated responsibility for maintaining the university’s space inventory. We continue working to better respond to the increased scope of responsibility and demand for effective stewardship and accountability in managing the 8,000,000+ square feet of OSU space around the state of Oregon, which equates to billions of dollars in facility assets.  The Space Inventory provides the statistical basis for many internal, local, state, and federal reports regarding campus buildings, their usage, capacity and occupants.  The proper classification of space is vital to the university’s efforts in obtaining resources from State and Federal agencies (e.g., Facilities and Administrative rates and building renewal dollars). 

Managing Space Data

Oregon State University is required to maintain an accurate inventory of all buildings it owns or leases.  OSU Space Management has the designated responsibility for maintaining the university’s space inventory. We continue working to better respond to the increased scope of responsibility and demand for effective stewardship and accountability in managing the 8,000,000+ square feet of OSU space around the state of Oregon, which equates to billions of dollars in facility assets.  The Space Inventory provides the statistical basis for many internal, local, state, and federal reports regarding campus buildings, their usage, capacity and occupants.  The proper classification of space is vital to the university’s efforts in obtaining resources from State and Federal agencies (e.g., Facilities and Administrative rates and building renewal dollars). 

Validating Space Data

All space at Oregon State University (OSU) is owned or leased by the university and is a shared, and finite resource. Managing space efficiently reduces resource expenditures for operations and maintenance and reduces the need for capital construction. Allocating space judiciously ensures that existing space is managed efficiently and new and renovated construction is planned realistically and conservatively. 

As organizations, departments, colleges and programs change and grow, space remodeling and renovations, staffing changes, and staff/departmental moves creates the need for space data verifications.  Throughout the year, the Space Management Team conducts field verifications to keep the space data as up-to-date as possible.  In fact, during the 2015 Summer Break, the Space Team completed field verifications of nearly the entire Corvallis campus.

Overseeing Space Requests and Coordinating Campus Moves

Space Management supports the Provost in managing space requests.  When requests for space result in competing priorities, we look for creative and effective solutions to make the most effective and efficient use of campus space - with the goal of supporting OSU's goals and objectives.  We also assist in the coordination of campus move planning and surge needs.

Maintaining Space Guidelines and Annual Reports

Each year, the Space Management team reviews and updates the OSU Space Use Standards and Policies document.  This document is intended to aid in the planning, allocation, and management of campus space in establishing equitable, consistent, efficient and flexible planning parameters for making sound management decisions regarding space allocation for both new construction and building renewal and renovation.

Updated at the end of each academic year, the Annual Space Report is intended to clearly and succinctly provide space information in a variety of standard formats for use by OSU users or others interested in OSU spatial data.

Providing Timely, Accurate Data

The Space Management team strives to provide the most accurate and timely space management data information to the campus community.  It is our intent that providing this information will better inform campus-wide decision-making in:

    • lowering occupancy costs;
    • reducing the need for physical expansion of the build environment;
    • creating balanced solutions for collaboration and personal work environments;
    • improving space utilization, functionality and flexibility:
    • advancing utilization metrics and analytical techniques;
    • improving processes for space planning and governance;
    • increasing worker mobility and connectivity; and 
    • raising the quality and accessibility of space occupancy data.