Room Organization and Functionalization Splits

Below is an explanation on what room organization and functionalization splits are and where they are applicable for tracking room information in our space management database.Ìý The FunctionalizationÌý²¹²Ô»å Organizational Hierarchy pages have more information and listings for functionalizationsÌý²¹²Ô»å organizations.

The importance of doing these splits is to help maintain an accurate space database of information for campus.Ìý If our data is accurate we can then make well informed decision about usage of space on campus.Ìý Without an accurate database of space information, misinformed decisions are made about the allocation of space on campus and in some cases can lead to dollars being put into new buildings and additions where they may not have been needed.ÌýÌý

Room Organization Splits

  • Room organization splits are applicable when more than one organization (or department, college, unit, office, group, etc.) is using a room.
  • In our space database we allocate each individual room to a organization for accurate tracking of who is using what rooms, and sometimes these rooms are used by more than one organization.
  • When this is the case, each organization should be specified and a percentage assigned to that organization for that room based on the percentage of usage breakdown by each organization for the space.
    • If Organization A is using a laboratory 20% of the time and Organization B is using that same laboratory 80% of the time, then that room would be split to show 20% allocation to Organization A and 80% allocation to Organization B.
    • This is the same with % of space as well, if Organization A is using 20% of the lab bench space and Organization B is using 80% of the lab bench space in a laboratory then the room would be split the same
  • Rooms can be split with more than just 2 organizations depending on how many different organizations are using that space on a regular basis.

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  • Functionalization (sometimes referred to as cost pool or usage) splits are applicable when an organization using a space is using that space for multiple purposes outlined in our functionalization table.
  • In our space database, for each organization allocated to a room, we assign a functionalization code for that organization’s use of that space.
  • If an organization is using a specific room for more than one purpose as outlined in the functionalization table, than that requires a functionalization split.
    • From the same example in the organization splits above, Organization A is using a laboratory 20% of the time and Organization B is using that same laboratory 80% of the time (or occupying 20% and 80% of the square footage of the space at the same time).Ìý There would be a organization split on that room where OrganizationÌýA and Organization B would be allocated 20% and 80% of the room accordingly in the space management database.
    • When Organization B is using that room, 40% of the time is for instructional purposes, and 60% of the time is for sponsored research purposes. Then the functionalization split on Organization B would show 40% for IN (Instruction/Departmental Research) and 60% for RE (Organized Research).
  • Similar to how rooms can be split into 2 or moreÌýorganizations, each organization’s use of that space can be split into 2 or more functionalizationÌýassignments (but they are not required to have more than 1 if the use of the space warrants only one organization and/or only one functionalization).

Example Diagram

  • Below you can see an example diagram of the split highlighted above.Ìý
  • One room can split into multiple organizations and those organizations can split into multiple functionalizations, all for the same room.
room organization and functionalization splits example diagram showing splits from one room