The University of Wisconsin System owns approximately 1,800 buildings totaling 65 million gross square feet of space with replacement costs of approximately $12 billion. This accounts for more than 60% of the total state-owned facilities in Wisconsin. While the portfolio of UW System facilities includes buildings from the mid-1800s, approximately 70% were constructed in the last 40 to 50 years. Most of these buildings were built to 30-year life expectancy standards and are in need of significant maintenance and renovation. The University of Wisconsin System has made significant investments to meet maintenance needs through biennial capital budgets in recent years however, a backlog continues to grow. In order to address this backlog, the state and universities are investing in major remodeling projects of entire facilities.

Facilities Central Data Request

The Facility and Insurance System is designed to store information about facilities owned by the University of Wisconsin System Board of Regents. The system provides data entry and maintenance of facility records as well as reports for the UWSA Offices of Capital Planning and Budget and Safety and Loss Prevention Offices.

Data Submission

Annual data submission instructions are sent via email to each institution’s CDR Facilities File coordinator, typically between October and November. Data submissions are normally due at the end of December. The facilities data may be submitted in a formatted, tabular file or as an unformatted, flat text file in either a comma separated values or as fixed length, positional data. The options are detailed below in order of UWSA preference. Please only submit your institution’s data in one (1) of the file formats.

Option 1: Microsoft Excel Open XML Spreadsheet File [*.XLSX]
Formatted, tabular data with a prescribed field order and labeling. Cell padding is not required and not advised. Data submitted in this format will be converted to an Option 3 Fixed Length Positional Data Text File by UWSA for uploading into the CDR Facilities File database.

Option 2: Comma Separated Values Text File [*.CSV]
Unformatted, flat text data with a comma delimiter in between fields and with a prescribed field order and labeling. Cell padding is not required and not advised. Data submitted in this format will be converted to an Option 3 Fixed Length Positional Data Text File by UWSA for uploading into the CDR Facilities File database.

Option 3: Fixed Length Positional Data Text File
Unformatted, flat text file data with cell padding to reach the positional field requirements, and a prescribed field order and labeling. Cell padding characters are typically spaces (” “) for text fields and zeroes (0) for numeric fields.

 

File Naming

Microsoft Excel Open XML Spreadsheet File Comma Separated Values Text File Fixed Length Positional Data Text File
Destination file name: WXXXZZZ.YYYT?.XLSX WXXXZZZ.YYYT?.CSV WXXXZZZ.YYYT?
XXX= CDR (CDR file)
ZZZ= PHY (Physical Facility)
YYY= year (e.g. 178 for 2017-2018)
T= A (annual)
?= Institution Code


EXAMPLE

  • [WCDRPHY.178AC.XLSX], or [WCDRPHY.178AC.CSV], or [WCDRPHY.178AC] would be used in the 2017-18 annual file for Eau Claire.


Data and Field Layout

For reference, the prescribed field order and labeling conventions are detailed below, along with a reference for the field lengths and data positions for each field.

Field Name
Data Type
Field Length
Position
Notes
Key Data: 1
Unit (3010) CHAR (1) 1-1
Division (3020) CHAR (2) 2-3 2
Facility Number (3030) CHAR (5) 4-8
Facility Data:
Facility Name (3040) CHAR (40) 9-48
Date of Construction (3050) NUMBER (4) 49-52 3
Ownership (3060) CHAR (1) 53-53
Type of Facility (3070) CHAR (3) 54-56
Funding Source (3080) CHAR (1) 57-57
Area, Total Assignable (3090) NUMBER (8) 58-65
Area, Total Unclassified (3100) NUMBER (8) 66-73
Area, Total Non-assignable (3110) NUMBER (8) 74-81
Area, Gross (3120) NUMBER (8) 82-89
Address 1 (3200) CHAR (30) 90-119
Address 2 (3210) CHAR (30) 120-149 2
Municipality (3220) CHAR (50) 150-199 4
State (3230) CHAR (2) 200-201 5
Zip Code (3240) NUMBER (9) 202-210 6
County (3250) CHAR (30) 211-240
Central Utility Indicator (4340) CHAR (1) 241-241 7
Central Utility, Chilled Water (4370) CHAR (1) 242-242 7
Central Utility, Steam (4380) CHAR (1) 243-243 7
Area Gross, GPR Percent (4390) NUMBER (5) 244-248
Condition Rating, Functional (4400) CHAR (1) 249-249
Condition Rating, Physical (4410) CHAR (3) 250-252 8

NOTES:

  1. All fields with NUMBER format must be unsigned numeric.
  2. Not a required field (3020 and 3210).
  3. Date of Construction 3050 must be “YYYY” (e.g., 1971).
  4. Element number 3220 must be either “City of ___”, “Town of ____” or “Village of ____”.
  5. Element number 3230 will default to “WI”.
  6. Element number 3240 must be the nine (9) digit zip code plus without the dash.
  7. Central Utility Indicators 4340, 4370, and 4380 must be “Y” or “N” (Yes or No).
  8. Applies to building records only (Element 3070, Type of Facility B##). Pad with leading spaces (i.e. “__i” or “_ii” or “_iv” or “__v”).

Tips to Improve Your Data Submission Quality

  • Verify that the values in the Area, Gross (3120); Area, Total Assignable (3090); Area, Total Non-assignable (3110); and Area, Total Unclassified (3100) are a full 8 characters. If submitting via Option 3 Fixed Length Positional Data Text File, please use zeroes (0) as prefix padding and do not contain decimals or commas.
  • Verify that the values in the Zip Code field (3240) are a full 9-characters without dashes or decimals.
  • Verify that the Date of Construction field (3050) is *only* 4 characters for the year of construction and does not contain month values, date values, dashes/slashes/commas, or time stamps.
  • Verify that the Area, Gross GPR Percent field (4390) is a full 5 characters without decimals or commas. If submitting via Option 3 Fixed Length Positional Data Text File, please apply potentially both prefix and suffix padding with zeroes (0). For example, 100.00% should be entered as “10000” and 33.00% should be entered as “03300”.
  • Verify that if the Funding Source field (3080) is set to “G”, then the Area, Gross GPR Percent field (4390) is set to “10000”.
  • Verify that if the Funding Source field (3080) is set to “P”, then the Area, Gross GPR Percent field (4390) is set to “00000”.
  • Verify that if the Funding Source field (3080) is set to “C”, then the Area, Gross GPR Percent field is *not* set to “00000” or “10000”.
  • Verify that if the Central Utility Indicator field (4340) is set to “Y”, that either or both the Central Utility, Chilled Water (4370) field and/or Central Utility, Steam (4380) field are also set to “Y”.

Data Element Definitions

3010 Unit

DEFINITION: A one-character code indicating which of the fourteen units is reporting the facility.

CODING REQUIREMENTS

LENGTH: 1 position
DECIMAL POSITION: N/A
SPECIFICATIONS:

Code Unit abbr Institution
A MSN Madison
B MIL Milwaukee
C EAU Eau Claire
D GBY Green Bay
E LAC La Crosse
F OSH Oshkosh
G PKS Parkside
H PLT Platteville
J RVF River Falls
K STP Stevens Point
L STO Stout
M SUP Superior
N WTW Whitewater
W SYS System Administration

EXAMPLE: For UW-Green Bay , the element code is “D”.

DEFAULTS:

EDIT CRITERIA

EDIT: 3010-11 A valid code for the reporting unit must be present.

NOTES: Refer to edits 3981-21, 3982-21, 3983-52.

APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All facilities
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 1999

3020 Division

DEFINITION: The level of organization immediately under Unit – generally a school/college, major administrative or program unit.  (Coding this element is required only for branch campuses and field stations.)

CODING REQUIREMENTS

LENGTH: 2 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: Must be one of an institution’s valid division codes per the UDDS table. One of the following codes must be present as required.

When Reporting Pigeon Lake Field Station; Unit (3010) = “J”

Division

Unit Division Abbr Name
H 15 BRB Baraboo-Sauk
C 18 BRN Barron
F 60 FDL Fond du Lac
F 61 FOX Fox Valley
D 71 MAN Manitowoc
K 20 MTH Marathon
D 72 MNT Marinette
K 25 MSF Marshfield
H 34 RLN Richland Center
N 28 RCK Rock
D 73 SHB Sheboygan
B 38 WSH Washington
B 38 WAK Waukesha
J 88 PGL Pigeon Lake

EXAMPLE: For the UW-Platteville Baraboo-Sauk County campus, this element is “15”.

DEFAULTS:

EDIT CRITERIA

EDIT: 3020-11 A valid code or blank spaces must be present.

3020-2  If the code is “88”, the Unit (3010) must be “a”.

NOTES: Refer to edits 3981-21, 3982-21, 3983-52.

APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All facilities of UW branch campuses, field stations
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 1999

3030 Facility Number

DEFINITION: A code to uniquely identify each facility and subdivision of a facility within each unit.

CODING REQUIREMENTS:

LENGTH: 5 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: First four positions = facility root number (digits). Fifth position = facility subunit identification.

Each facility must be assigned a unique four digit root number. When it is deemed necessary to subdivide a facility for clarity of identification, a fifth character, that must be a letter, may be added to the root number. When subunit identification is not necessary, the subunit identification position should be left blank.

EXAMPLE: Facility number 100 with two subunits can be coded: 0100A and 0100B.

DEFAULTS:

EDIT CRITERIA

EDIT: 3030-11 The facility root number must be greater than 0. The fifth position must contain a letter. Special characters are not valid.

NOTES: Refer to edits 3981-21, 3982-21, 3983-52

APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All facilities
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 2000

3040 Facility Name

DEFINITION: The official name of the facility. Facilities which are not considered to be major, i.e., residential structures acquired through land acquisition, should be further identified with the street address.

CODING REQUIREMENTS

LENGTH: 40 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: Facility names are restricted to 40 characters and spaces. If the name exceeds 40 characters, it should be abbreviated to reflect the name commonly used on campus.

Requests to name a facility after a person must be brought before the Board of Regents for discussion in closed session at least one month prior to requesting formal Regent action (Resolution 2112, 3/7/80).

Facility additions do not have to be identified as additions in the name. Any name may be assigned to facility additions. Non-building facility names should be descriptive of the object listed. When grouping non-building facilities, the number of facilities included should follow the name (e.g., campus signs (8); Stadium lighting (24); etc.

Facilities located outside of the campus city should include the city, county or state of location in the name.

EXAMPLE: Name is Music Annex (an acquired residential structure on Broadway): code should be “Music Annex, 1560 Broadway”

DEFAULTS:

EDIT CRITERIA

EDIT: 3040-11 Data must be present; cannot be all blank spaces.

NOTES: Refer to edit 3983-52.

APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All facilities
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 1996

3050 Date of Construction

DEFINITION: The Gregorian Calendar year during which all or a major portion of the facility was constructed.

CODING REQUIREMENTS

LENGTH: 4 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: The four digit year number is used as the code.
In cases where facilities have more than one date of construction due to additions, two options are available:

  1. If the facility utilizes the subunit coding option, the Date of Construction for the addition should be recorded with each subunit, or,
  2. If the facility is inventoried without subunits, the Date of Construction for the original building should to be recorded.

EXAMPLE: Construction date is 1972; code is 1972.

DEFAULTS:

EDIT CRITERIA

EDIT: 3050-11 A number or blank spaces must be present.

3050-21 A four digit code must be present when Ownership (3060) is “O” or “A”. Each number must be less then or equal to the current year and equal to or greater than 1874.

NOTES: Refer to edit 3983-52.

APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All facilities
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 1998

3060 Ownership

DEFINITION: The basis by which the facility of record is made available to the university.

CODING REQUIREMENTS

LENGTH: 1 positions
DECIMAL POSITION: N/A
SPECIFICATIONS:

Ownership

Code Description
O Owned by the university (state) or being paid for on a amortization schedule.
L Leased to the university (includes lease/purchase).
F Made available to the university free of charge.
A Owned by the university (state) or being paid for on an amortization schedule with more than 50% of the usable space being leased to a non-university agency (state or non-state).

EXAMPLE: Facility is leased to the university; code is “L”.
DEFAULTS:

EDIT CRITERIA

EDIT:3060-11 A valid code must be present.

NOTES: Refer to edit 3983-52.

APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All facilities
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 1999

3070 Type of Facility

DEFINITION: A code to Identify the primary classification or use of the facility.

CODING REQUIREMENTS

LENGTH: 3 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: The first position indicates whether the facility is a building or some other type of structure. A building by definition is; a roofed structure fully or partially enclosed, has minimum headroom of 6’6″, and is used for permanent or temporary shelter of persons, animals, plants, or equipment. The second and third positions together further classify the facility.

First Position Coding:

Code Description
B Building type facility.
N Non-building type facility.

Second and Third Position Coding:

Code Description
01 ADMINISTRATIVE – General unit administration. Instructional faculty offices, including instructional administration, are considered to be academic – code 02.
02 ACADEMIC – Instructional facilities including instructional faculty offices and instructional administration. Excluded are Indoor Physical Education & Recreation – 03, Outdoor Physical Education & Recreation – 04, and instructional hospital and health facilities, Hospital/Health – 05.
03 INDOOR PHYSICAL EDUCATION/RECREATION – Indoor physical education & recreation facilities regardless of use; e.g., instruction, recreation, intercollegiate athletics.
04 OUTDOOR PHYSICAL EDUCATION/RECREATION – Outdoor physical education & recreation facilities regardless of use; e.g., instruction, recreation, intercollegiate athletics.
05 HOSPITAL/HEALTH – Teaching hospitals and other health instruction facilities and clinics, and student health care facilities.
06 RESEARCH – Facilities utilized primarily for the discovery and application of new knowledge.
07 STUDENT CENTER/UNION – Facilities supporting primarily the general student and faculty cultural and/or recreational activities of a unit, even though the facilities provide secondary services such as residence hall food services.
08 SINGLE STUDENT HOUSING – Facilities which provide living space for unmarried students.
09 FOOD SERVICE – Facilities which provide meal services to students and faculty, excepting those who provide such services as a secondary function such as student centers and unions.
10 MARRIED STUDENT HOUSING – Facilities which provide living space for married students and their families.
11 FACULTY HOUSING – Facilities governed by a unit and utilized to meet the housing needs of visiting faculty, chancellors, etc.
12 UTILITY – Facilities which contribute to the needed mechanical systems and services of a physical plant such as maintenance facilities, including vehicle servicing, storekeeping facilities, heating plants, mechanical, electrical and communications installations, and communication towers.
13 TRANSPORTATION – Facilities external to buildings, which are associated with the movement of people to, from, and about a unit or campus such as bus shelters and parking lots. Fleet vehicle storage is included while the vehicle service areas are excluded (Utility, 12).
14 ARBORETUM – Facilities which are considered to be part of or in support of an arboretum.
15 DEMONSTRATION SCHOOL – Facilities utilized by student teachers to observe and practice the principles of teaching.
16 EXPERIMENTAL FARMS – Facilities which are related to agricultural field service operations, including residential housing for field service facility caretakers.
17 FIELD STATIONS – Instructional, residential and utility facilities associated with, but not considered to be part of a main unit or campus.
18 ORNAMENTAL/HISTORICAL – Structures or environments of which the primary purpose is to add beauty or denote historical significance, such as statues, markers signing, gardens.
19 OUTREACH CENTER – Facilities which serve as a headquarters for the management and operation of off-campus educational services such as off-campus social work, education for handicapped persons, and specialized programs offering collegiate credit. Although servicing all areas of Wisconsin , the activities managed through these centers are not part of University Extension.
99 Other – Facilities which are not owned or insured by the reporting unit, though contents may be insured.

EXAMPLE: Facility is an instructional building; the code is “B02”.

DEFAULTS:

EDIT CRITERIA

EDIT:3070-11 A valid code must be present.

NOTES: Refer to edit 3983-52

APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All facilities
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 1998

3080 Funding Source

DEFINITION: Identification of the primary source of financial support for facility operating costs and debt service or lease payments.

CODING REQUIREMENTS

LENGTH: 1
DECIMAL POSITION: N/A
SPECIFICATIONS: The following codes are valid.

Code Description
G General Purpose Revenue (GPR)
P Program Revenue (PR)
C Combination of GPR and PR

 EXAMPLE:

DEFAULTS:

EDIT CRITERIA

EDIT:3080-11 A valid code must be present.

NOTES:

APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All facilities
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 1996

3090 Area, Total Assignable

DEFINITION: The sum of all areas on all horizontal levels of a facility assigned to or available for assignment to an occupant or specific use.

CODING REQUIREMENTS

LENGTH: 8 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: The numeric value expressed in square feet, which is the sum of the areas of the rooms/spaces in a facility that are classified in each of the categories listed below. Measurements should be made between the principal surfaces (walls or partitions) at or near the surface level of each room/space. The classification categories are defined in the Postsecondary Education Facilities Inventory and Classification Manual, U.W. Department of Education, Office of Educational Research and Improvement, November, 1992.

Series Facilities
100 series Classroom Facilities
200 series Laboratory Facilities
300 series Office Facilities
400 series Study Facilities
500 series Special Use Facilities
600 series General Use Facilities
700 series Support Facilities
800 series Health Care Facilities
900 series Residential Facilities

EXAMPLE: Facility has 35,605 assignable sq.ft; code is 035605.

DEFAULTS:

EDIT CRITERIA

EDIT:3090-11 A numeric value must be present.

NOTES:3090-21 A numeric value greater than zero must be present when the first position of Type of Facility (3070) is “B”.

3090-52 The assignable area for each combination of Unit (3010), Division (3020), and Facility Number (3030) should not vary between submissions more than:

  1. 10% when the Area, Gross (3120) is less than 100,000 sq. ft.;
  2. 5% when the Area, Gross (3120) is more than 100,000 sq.ft.

APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 1998

3100 Area, Total Unclassified

DEFINITION: The sum of all assignable areas on all horizontal levels of a facility that are unassigned.

CODING REQUIREMENTS

LENGTH: 8 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: The number value expressed in square feet, which is the sum of the areas of the rooms/spaces in a facility that are classified in each of the categories listed below. Measurements should be made between the principal surfaces (walls or partitions) at or near the surface level of each room/space. The classification categories are defined in the Postsecondary Education Facilities Inventory and Classification Manual, U. W. Department of Education, Office of Educational Research and Improvement, November, 1992.

050 – Inactive Area

060 – Alteration or Conversion Area

070 – Unfinished Area

EXAMPLE: The facility has 605 square feet of unclassified area; code is 000605.
DEFAULTS:

EDIT CRITERIA

EDIT: 3100-11 A numeric value must be present.
3100-21 A numeric value greater than zero must be present when the first position of Type of Facility (3070) is “B”.

NOTES:

APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 1998

3110 Area, Total Non-assignable

DEFINITION: The sum of all areas on all horizontal levels of a facility which is not available for assignment to an occupant or specific use but necessary for the general operation of the facility.

CODING REQUIREMENTS

LENGTH: 8 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: The numeric value expressed in square feet, which is the sum of the areas of the rooms/spaces in a facility that are classified in each of the categories listed below. Measurements should be made between the principal surfaces (walls or partitions) at or near the surface level of each room/space. The classification categories are defined in the Postsecondary Education Facilities Inventory and Classification Manual, U.W. Department of Education, Office of Educational Research and Improvement, November, 1992.

WWW – Circulation Area

XXX – Building Service Area

YYY – Mechanical Area
EXAMPLE: The facility has 1,233 square feet of non-assignable area; code is 001233.

DEFAULTS:

EDIT CRITERIA

EDIT:3110-11 A numeric value must be present.

3110-21 A numeric value greater than zero must be present when the first position of Type of Facility (3070) is “B”.

3110-52 The non-assignable area for each combination of Unit (3010), Division (3020), and Facility Number (3030) should not vary between submissions more than:

  1. 10% when the Area, Gross (3120) is less than 100,000 sq. ft.;
  2. 5% when the Area, Gross (3120) is more than 100,000 sq. ft..

NOTES:

APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 1998

3120 Area, Gross

DEFINITION: The sum of all areas on all floors of a building included within the outside faces of its exterior walls, including floor penetration areas, however insignificant, for circulation and shaft areas that connect one floor to another.

CODING REQUIREMENTS

LENGTH: 8 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: Enter the number of square feet. This element must be zero filled for non-buildings.
EXAMPLE: Area is 853,500 square feet; code is 853500
DEFAULTS:

EDIT CRITERIA

EDIT: 3120-11 A numeric value must be present.

3120-21 A number greater than zero must be present for each combination of Unit (3010), Division (3020), and Facility Number (3030) when Ownership (3060) = A or O and Facility Type (3070) = B.

NOTES: Refer to edit 3983-52.

APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 1998

3200 Address 1

DEFINITION: The first line of the facility address. Do not use PO Box numbers.

** CODING REQUIREMENTS

LENGTH: 30 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: Enter address of building.
EXAMPLE: 780 Regent Street
DEFAULTS:

** EDIT CRITERIA

EDIT: 3200-11 A value must be present.

NOTES:

** APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 2003

3210 Address 2

DEFINITION: The second line of the facility address.

** CODING REQUIREMENTS

LENGTH: 30 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: Enter address of building.
EXAMPLE:
DEFAULTS:

** EDIT CRITERIA

EDIT: 3210-11 A value must be present.

NOTES:

** APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 2003

3220 Municipality

DEFINITION: The city or town or village that the facility is located.

** CODING REQUIREMENTS

LENGTH: 50 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: Enter municipality
EXAMPLE: City of Madison
DEFAULTS: No Abbreviations

** EDIT CRITERIA

EDIT: 3220-11 Will be either City of ____, Town of ___, or Village of ___

NOTES:

** APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 2003

3230 State

DEFINITION: The abbreviation of the state the facility is located in.

** CODING REQUIREMENTS

LENGTH: 2 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: Enter state’s two letter abbreviation
EXAMPLE: WI
DEFAULTS:

** EDIT CRITERIA

EDIT: 3230-11 Default is ‘WI’.

NOTES:

** APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 2003

3240 Zip Code

DEFINITION: The first line of the facility address. Do not use PO Box numbers.

** CODING REQUIREMENTS

LENGTH: 9 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: Enter zip code.
EXAMPLE: 537152635
DEFAULTS:

** EDIT CRITERIA

EDIT: 3240-11 Must be zip plus four. Do not enter a dash separator.

NOTES:

** APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 2003

3250 County

DEFINITION: The county that the facility is located in.

** CODING REQUIREMENTS

LENGTH: 30 positions
DECIMAL POSITION: N/A
SPECIFICATIONS: Enter county name.
EXAMPLE: Dane
DEFAULTS:

** EDIT CRITERIA

EDIT:

NOTES:

** APPLICABILITY

UNITS: All
DATE OF RECORD: Tenth day of instruction
POPULATION: All buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: Spring, 2003

4340 Central Utility Indicator

DEFINITION: Whether facility is connected to a central heating and/or chilling plant.

CODING REQUIREMENTS

LENGTH: 1 position

DECIMAL POSITION: N/A

SPECIFICATIONS: A code of ‘Y’ indicates facility is connected to a central heating and/or chilling plant.

A code of ‘N’ indicates facility is not connected to a central heating and/or chilling plant.

No code indicates we don’t know whether a facility is connected to a central heating and/or chilling plant.

EDIT CRITERIA

EDITS: If present, must be ‘Y’ or ‘N’.

NOTES:

APPLICABILITY

UNITS: All
DATE OF RECORD: August
POPULATION: All Facilities
SUBMISSION DATE:
DATE ISSUED:
 August, 2000

4370 Central Utility, Chilled Water

DEFINITION: Indicates whether a building is connected to central chilled water utility system, originating either at the central heating plant and/or from a district chilled water system.

CODING REQUIREMENTS

LENGTH: 1 position

DECIMAL POSITION: N/A

SPECIFICATIONS: Y/N. – A code of ‘Y’ indicates facility is connected to a central chilled water utility system.

EDIT CRITERIA

EDITS: Value must be Y or N, null values are not acceptable.

NOTES: District chilled water systems have a chiller located in one building that serves multiple buildings through a network of piping, typically underground in between buildings, but occasionally through other and inter-connected buildings.

APPLICABILITY 

UNITS: A, B, C, D, E, F, G, H, J, K, L, M, N, T, and W.
DATE OF RECORD: August
POPULATION: All Buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: November 2008

4380 Central Utility, Steam

DEFINITION: Indicates whether a building is connected to central chilled steam and condensate system

CODING REQUIREMENTS

LENGTH: 1 position

DECIMAL POSITION: N/A

SPECIFICATIONS: A code of ‘Y’ indicates facility is connected to a central chilled steam and condensate system
A code of ‘N’ indicates facility is not connected to a central chilled steam and condensate system

EDIT CRITERIA

EDITS: Value must be Y or N, null values are not acceptable.

NOTES:

APPLICABILITY

UNITS: A, B, C, D, E, F, G, H, J, K, L, M, N, T, and W.
DATE OF RECORD: August
POPULATION: All Buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: November 2008

4390 Area, Gross GPR Percent

DEFINITION: The percentage of the building’s gross area which is allocated to General Purpose Revenue funded operations and programs for the purposes of capital maintenance and renewal , as per Board of Regents Policy 19-8 “Funding of University Facilities and Capital Costs” (formerly 90-3).

CODING REQUIREMENTS

LENGTH: 5 positions

DECIMAL POSITION: 2

SPECIFICATIONS: Numeric value with up to 3 integers and 2 decimal places.

EXAMPLE: Percent is 100%; code is 10000

DEFAULTS: Not Applicable

EDIT CRITERIA

EDITS: 4390-11

Value must be positive and between 0.00 and 100.00

NOTES: The value is typically calculated based on assignable square feet space allocations and multiplying by the building’s efficiency factor. Related to “#### – Area, Gross PR %”. This value may also be calculated based on scheduled use between or among various departments and programs.

APPLICABILITY

UNITS: A, B, C, D, E, F, G, H, J, K, L, M, N, T, and W.
DATE OF RECORD: August
POPULATION: All Buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: November 2008

4400 Condition Rating, Functional

DEFINITION: The suitability or functionality of the space for its assigned use at the time of the inventory or audit. The coding of space suitability is intended to reflect a judgment about how well the design of a space supports the function of the space and the organizational unit to which the space is assigned. (Based on US Department of Education Institute of Education Sciences, National Center for Education Statistics, Postsecondary Education Facilities Inventory and classification Manual (FICM): 2006 Edition, Chapter 5 Data Analysis and Reporting, Section 5.5.5 Space Suitability <http://nces.ed.gov/pubs2006/2006160.pdf>.)

CODING REQUIREMENTS

LENGTH: 1

DECIMAL POSITION: 0

SPECIFICATIONS: Character value A, B, C, D, F, or I

A:  Excellent, Highly Suited – Highly suited or optimally matched to the original design intent and configuration of the space. The architectural features of the space support the use/activity. Appropriate building infrastructure and services are easily and readily available to support the use. The approximate remodeling cost is less than 5 percent of building replacement value.
B:  Satisfactory – Suitable for continued use and provides adequate support for program delivery. Although the space is not optimal for the use, minor modification may be desired to improve the suitability. The approximate remodeling cost is 5-15 percent of building replacement value.
C:  Conditional – Requires limited renovation to support the use on a continued basis. The approximate remodeling cost is 15-25 percent of building replacement value.
D:  Development Required – Requires significant renovation to support the assigned use on a continuing basis. The space significantly inhibits program delivery. The approximate remodeling cost is 25-50 percent of building replacement value.
F:  Unsatisfactory – Is unsatisfactory for the assigned use. Renovating the space to fit the use would not be cost-effective. The approximate remodeling cost is 50-100 percent of building replacement value.
I:  Inappropriate – Not appropriate for current use but may be appropriate for other uses. It may be appropriate to relocate the activity to another location and use this space for more suitable activity.

EXAMPLE: Building is brand new, construction just completed, the functional condition rating is “A”.

DEFAULTS: Not Applicable

EDIT CRITERIA: Value must equal A, B, C, D, F, or I

NOTES: The evaluation of a space for functional suitability should be based on the judgment of a departmental representative (rather than the individual user assigned to the space) and the institution’s facility planning or physical plant personnel. Only permanent architectural features and fixed equipment should be considered in rating the space’s suitability; the configuration, age, condition, or amount of movable furniture and equipment should not affect the rating. The rating of space suitability can change significantly from one inventory or audit date to the next if, in the intervening period, the space has been reassigned to a different function or organizational unit, even though no physical alterations have been undertaken.

APPLICABILITY

UNITS: A, B, C, D, E, F, G, H, J, K, L, M, N, T, and W for building records only (Element 3070, Type of Facility values B01-B19)
DATE OF RECORD: August
POPULATION: All Buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: March 2014

4410 Condition Rating, Physical

DEFINITION: The physical status of the building at the time of the inventory or audit, based on the best judgment of those persons familiar with the physical characteristics and condition of the campus. Building condition ratings are based on the extent of renovation or restoration required. (Based on US Department of Education Institute of Education Sciences, National Center for Education Statistics, Postsecondary Education Facilities Inventory and classification Manual (FICM): 2006 Edition, Chapter 5 Data Analysis and Reporting, Section 5.5.4 Building Condition <http://nces.ed.gov/pubs2006/2006160.pdf>.)

CODING REQUIREMENTS

LENGTH: 3

DECIMAL POSITION: 0

SPECIFICATIONS: Character value i, ii, iii, iv, v, vi, or vii. Pad values with leading spaces for those ratings with only 1 or 2 characters.

i:  Good – Suitable for continued use with normal maintenance. The approximate restoration cost is less than 5 percent of building replacement value.
ii:  Satisfactory – Requires restoration to present acceptable conditions. The approximate restoration cost is 5–15 percent of building replacement value.
iii:  Fair – Requires updating or restoration. The approximate restoration cost is 15–30 percent of building replacement value. The physical conditions may have an affect upon building operations.
iv:  Poor – Requires significant updating or restoration. The approximate restoration cost is 30–45 percent of building replacement value. The physical conditions adversely affect building operations.
v:  Unsatisfactory – Requires major restoration with possible need to overhaul building subsystems. The approximate restoration cost is 45–60 percent of building replacement value. Consideration of actual restoration requirements may lead to classifying the facility as being in need of replacement.
vi:  Replace – Should be demolished or abandoned because the building is unsafe and/or structurally unsound, irrespective of the need for the space or the availability of funds for a replacement. Additionally, this category takes precedence over categories i-v. If a building is scheduled for demolition, its condition is reported in this category, regardless of condition.
vii:  Termination – Planned termination or relinquishment of occupancy of the building for reasons other than unsafeness or structural unsoundness, such as abandonment of temporary units or vacating of leased space. Additionally, this category takes precedence over categories i-vi. If a building is scheduled for termination, its condition is reported in this category, regardless of its condition.

EXAMPLE: Building is brand new, construction just completed, the physical condition rating is “i”.

DEFAULTS: Not Applicable

EDIT CRITERIA: Value must equal i, ii, iii, iv, v, vi, or vii.

NOTES: The most useful facilities management information is produced when the inventory or audit rates each subsystem or space within a building. This approach documents the rating of each space or subsystem, as well as the overall composite rating of all spaces and all subsystems within a building, and provides information about needed repairs or replacements. A facilities audit should tie space, subsystem, and overall composite ratings to the estimated building replacement value to provide a rough estimate of the cost of rehabilitating or renovating the facility, space, or subsystem.

APPLICABILITY

UNITS: A, B, C, D, E, F, G, H, J, K, L, M, N, T, and W for building records only (Element 3070, Type of Facility values B01-B19)
DATE OF RECORD: August
POPULATION: All Buildings
SUBMISSION DATE: 2nd Monday of each January
DATE ISSUED: March 2014

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