New Tools, Better Data: FacilitiesLink Updates and New November Deadline

UC Davis is asking departments to take a fresh look at how they document room occupancy and space use in FacilitiesLink and confirm accuracy each November. The effort is designed to improve safety, communication and planning across campus.

This initiative implements a Provost-approved recommendation from the Sustaining Teaching and Research Task Force, or START, requiring departments and space managers to maintain reliable and up-to-date space and occupancy records in FacilitiesLink. (Visit the START website and/or learn more about this specific recommendation.)

This is not a space reduction or reassignment effort. It is about ensuring existing records accurately reflect how space is being used today.

“To help with this effort, our teams have added new tools and functionality to help departments update, manage and communicate space information more efficiently,” said Tammy Booker, director of space management and project development for UC Davis Design and Construction Management. 

“Accurate space records help us make better decisions, reach the right people when it matters and plan strategically for the future.”

Regular check-up date: 
Second Friday Every November

Departments are expected to keep occupancy and room use information current in FacilitiesLink and confirm accuracy by the second Friday of November each year.

A key part of this effort is consistently using the “Add Occupant” feature to assign individuals to the rooms they use and removing names when occupants leave. Space Coordinators should also ensure rooms serving multiple functions are accurately reflected and that office service spaces, such as break rooms or storage areas, are clearly described. Keeping this information up to date ensures FacilitiesLink remains accurate and useful for departments and campus partners.

Learn more about this requirement, what is new in FacilitiesLink, training dates and more.

Why it matters

Decision-making:  Accurate information benefits departments first. Leadership can better understand how space is being used, plan assignments and support recruitment.

Communication: When construction, utility work or other building projects affect a specific floor, suite or group of rooms, departments can quickly identify exactly who will be impacted. Instead of sending broad messages or relying on an intermediary to deliver them, staff can generate a targeted occupant list directly from FacilitiesLink and communicate with the right people at the right time.

Safety: Up-to-date records also strengthen emergency preparedness. Police and Fire can calculate occupancy loads, emergency dispatchers have more reliable building information, and departments can build stronger emergency action plans.

Partnership and support

The Space Management team recognizes that departments are balancing many priorities. To help, they are offering video tutorials, Zoom training and weekly office hours, and will partner with departments to support updates.

“FacilitiesLink is only as strong as the data we put into it,” said Teri Greenfield, space data analyst who manages FacilitiesLink. “When occupants are entered using the ‘add occupant’ feature and kept current, departments can quickly generate accurate lists, improve communication and make the system more useful. Small updates make a big difference.”