Space Management

Space can be a finite resource.  The strategy around space usage changes over time based on the goals of the university. The desire to better understand how we utilize and optimize space at SMU inspired the search for an IWMS solution and brought us ultimately to the creation of STABLE.  Although there has always been a document repository with building information, the data sources and consistency of across these sources has been disjointed. With the introduction of STABLE, we hope to provide the single source of record for reporting and planning purposes on how we use and care for our spaces.

We populated the initial space management module with our existing floor plans and data from several sources.  However, to ensure our data is accurate, a review of the data is currently underway.  This review includes elements such as room numbers, space categories (FICM), department assignments, workspace assignments, and more.  We will then review the data to ensure there is a consistency of categorization of space across buildings.  For example, a kitchen in one space may be listed as a breakroom in another.  This verification is being facilitated in part through building walks by our team, surveying our operational counterparts on campus, and collaborating with partners such as event managers, class schedulers, and Human Resources. Focusing on the accuracy of the space data creates a strong foundation for all of the other modules in the software.

With the centralization and validation of how we use our space today in partnership with streamlined processes to track its use going forward, we create real-time data that can inform strategy and assist in making sure the university space reflects its priorities.  The accuracy of instructional and research space is used in the accreditation process for the campus.  The centralization of events and meetings not only creates an improved request process for the campus but provides a useful resource for Risk Management and SMU PD.  As new buildings or renovations are considered, there can be more accurate assessment of how spaces are utilized or under-utilized in existing buildings.  This information can drive strategic and more efficient design of new space.  These are just a few of the benefits STABLE will bring to SMU.