Space data
VCU Space Management works with VCU schools and departments to collect and track space data in VCU and VCU Health facilities to:
- Inform strategic and capital planning at the university;
- Track how much space the university owns and how it is used;
- Understand how much space is needed to schedule classes appropriately and plan for capital and real estate needs;
- Inform the VCU Office of Budget and Resource Analysis on space use;
- Serve as a metric used to determine the allocation of space costs throughout the university; and
- Meet annual state and federal government requirements to report space utilization.
Space Allocation and Validation Update (SAVU)
Each year, Space Management works with pre-assigned individuals (referred to as respondents and approvers) in VCU schools and departments to compile up-to-date, accurate space data in VCU and VCU Health facilities through the SAVU (previously referred to as the space survey).
SAVU timeline
- January – August: During the first two weeks of each month, respondents and approvers submit updated space information via FM:Interact, as necessary. During the second two weeks of each month, Space Management reviews, approves and follows up to confirm submitted space data, as necessary.
- September – November: Space Management verifies the space information and follows up with respondents and approvers, as necessary.
- November: Space Management submits space data to the VCU Office of Budget and Resource Analysis.
SAVU resources
- Access the FM:Interact and SAVU Training Module in Talent@VCU or view the FMInteract and SAVU Training Module [PDF] for step-by-step instructions to complete the SAVU.
- Find CIP codes via the National Center for Education Statistics' CIP Code Browser.
- Identity codes needed to complete SAVU:
- Department Codes [PDF]
- Function Codes [PDF]
- Space Types [PDF]
- Use the SAVU Research Space Guide [PDF] for instructions to complete the research section of SAVU.
FM:Interact
Log into FM:Interact to access and submit up-to-date space information, download floor plans, and run space reports.
Contact us
For assistance with SAVU or to request access to FM:Interact, contact Betsy Moscoso, space data analyst, at moscosobs@vcu.edu.
How do I access SAVU?
SAVU is available online via FM:Interact. To access FM:Interact, you must be logged into the VCU network on the Monroe Park Campus, or if you are off-campus or on the MCV campus, you will need to use a VPN to access the site. To set up the VPN, you can find instructions on the Technology Services website.
Why do I get an “access denied” error message in FM:Interact?
There are a few reasons you might receive this message:
- You clicked on an invalid link on the FM:Interact homepage.
- You must be logged into the VCU network on the Monroe Park Campus to access FM:Interact, or if you are off-campus or on the MCV campus, you need to use a VPN to access the site.
- Only approved VCU employees with a VCU eID can use FM:Interact. To request access, email Betsy Moscosco, space data analyst, at moscosobs@vcu.edu.
To access views or reports, use the blue sidebar on the left of the screen. If you continue to receive this error message, email fmdspace@vcu.edu.
What is the difference between an approver and a respondent?
A respondent completes the SAVU by answering questions related to their school or department's space. Once submitted, the status will be updated to pending approval and the responder should alert their approver that the SAVU is ready for their review.
An approver reviews their respondent’s space data to ensure that all questions have been completed and answered correctly. They can also update answers if necessary.
There can be multiple respondents but only one approver per school or department. Alternatively, one individual can serve as both the respondent and approver.
What is capacity?
Capacity is the total number of employee workstations in the room as it is currently configured, not the fire code maximum capacity. Offices typically have a capacity of one; however, an office can have two or more workstations, so the capacity should reflect the total number of workstations in the room. This value is not required for room types where workstations do not exist (e.g., conference rooms, classrooms, hallways and service areas).
What is occupancy?
Occupants are the employees assigned to work in a room. If a room has a capacity (i.e., total number of workstations in the room as it is currently configured) of one or more and no occupants are assigned, it is assumed that the space is vacant. Multiple occupants can be added to a room if two or more people share the space (the capacity should reflect this as well).
Why do some spaces not appear on my inventory list?
Bathrooms, hallways, stairs, elevators, mechanical rooms and housekeeping spaces are classified as “non-assignable” spaces that cannot be assigned to a school or department. However, hallways inside of a private office, lab suite and private bathrooms may appear if they are not open to the general public.
How do I add a room to my SAVU that does not currently appear?
Email fmdspace@vcu.edu to share which rooms need to be reassigned to your school or department.
What should I do if my school or department no longer occupies a room but it still appears on my SAVU?
Space ambassadors
Space ambassadors serve as a liaison between their school or department, its leadership and Space Management and are responsible for:
- Submitting requests for space use on campus or in leased spaces on behalf of their school or department, with approval from leadership, via the space request form in the Facilities Self Service.
- Helping with transparency about space data within their school or department and assisting university leaders with exploring and securing university space, as necessary.
- Serving as the point of contact for Space Management to confirm the assigned responders and approvers to complete SAVU on behalf of their school or department.
Use the space ambassador list to identify a department's space ambassador.