Space Inventory {SPOPS-1}

The input and maintenance of space records is handled in this seven-panel box option:

Panel Box 1: Space Information

Panel Box 2: Accessory Codes

Panel Box 3: Allocation to Departments

Panel Box 4: Allocation to Programmes

Panel Box 5: Allocation within PCS 1.1 to Subjects

Panel Box 6: Linking of Related Space

Panel Box 7: Disability Codes

Fields in the option:

Panel Box: Space Information

Field

Type
&
Length

Description

Building Code

The code as created under option {SPCS-4} and discussed in Section 2.3. The name of the building is displayed. This must be an active building. Refer to the 'Inactive Date' in {SPCS-4}.

Building Name

A30

The name of the building as per {SPCS-4}.
Display field only.

Alternative Building Name

A40

The alternative name of the building as per {SPCS-4}.
Display field only.

Long Building Name

A120

The long name of the building as per {SPCS-4}.
Display field only.

Campus Code

The code of the campus on which the building is situated.
Display field only.

Campus Name

A30

The Description of the campus on which the building is situated.
Display field only.

Floor Number

The floor number is entered here according to the following convention:

0	Ground Floor
1	First Floor
2	Second Floor, etc

Basement floors may be indicated by the use of negative numbers:

-1	First Basement
-2	Second Basement

Room Code

The number of the room is entered here. Both alphabetical and numerical characters can be used. Only Uppercase alphabetical characters are allowed.

Barcode Number

A10

The ITS Asset System operates with a barcode reader: the barcode number used to identify the room is entered here. See User Manual Asset Inventory System for detail.

Description

A30

This field may be used to enter any detail relating to the room not yet covered by any other field. Possible entries could be:

Office of Registrar Academic
Laboratory used as office

Date Last Changed

DD-MON-YYYY

The date on which this record was last updated. The date cannot be entered or updated by the user, but will be displayed.

Remarks

A60

Any additional comments may be entered here.

Instructions / Directions

A2000

Any Directions or Instructions regarding this venue

Space-Use Category

The Space-Use Category {SPCS-5}, as used for STATS Reporting.

SCU

N4.2

The Standard Cost Units that this space represents as used for STATS reporting. This value is calculated by Calculate SCU {SPSCU-4}. If no value is displayed, it could be that:

The values have not yet been calculated;
The information in Blocks 3 and 4 of this option, which are required for SCU calculations, are not available.

Departmental Ownership

The code of the department as defined in {GCS-4} and which is seen as the primary owner of the space may be entered here. This must not be confused with the information in Panel box 3. A certain department may be seen as the primary owner of the space, but other departments may make use of it.

Club

The code of the club, as created in {CLMNT-1} if this room belongs to a club. In the asset system {AOPS-1}, the assets can also be linked to a club.

Area

N4.2

The area of the room in square meters.

Stations

The number of Stations in the particular room is required only in respect of the following Space-Use Categories:

1110	Classrooms
1210	Class Laboratories
1220	Open Laboratories
1250	Research/Non-Class Laboratories
1310	Offices
1410	Study Space
1430	Open-Stack Study Space
1910	Sleep/Study without Toilet/Bath
1920	Sleep/Study with Toilet/Bath
1950	Apartment
1970	House

The validation option {SPSCU-4} will check that this information has been supplied for the above categories, before the STATS Tables are produced.

Exam Seats

If a particular space is to be used as a venue for examinations, the number of places for examination purposes is supplied here. The Examination Timetable Subsystem will use this information when comparing the number of students scheduled for the examination venues to the number of available places. This field will default to zero.

Service Centre

The centre, as created in the student system, must be entered, if this room can be used for examination purposes.

Fee Weight

N4.2

In the case of residence rooms, the standard residence fee will be multiplied by this factor to determine the cost per student for this room. It is only displayed here; updating can only take place under option {FSAM-1}, Panel box - Individual Residence Room Fee Weights.

Is this space unfriendly to any Disability

The user can enter a (Y)es or (N)o. If the user enters a Y, the system will automatically go to a second block (Disability Codes Linked to Rooms), where disabilities can be linked to rooms.

Inactive Date

DD-MON-YYYY

Enter a date to indicate that the room is no longer in use or does not exist anymore and should therefore not be seen as a valid room for usage.
The date must be greater than the current date (today).
The programs in the different systems e.g. Asset system, Examination and Lecturing Timetable will not allow the user to allocate a room with an ‘Inactive Date’ that is smaller than or equal to the current date.

Example:

Panel Box: Disability Codes Linked to Rooms

Field	Type & Length	Description
Disability Code	N4/N4/A7	Enter disabilities for which this room is unfriendly, as created in {GCS2-1}.
Disability Discription	A30	Description of the disability
Remarks	A60	Any additional comments may be entered here

Example:

Panel Box: Space Inventory: Accessory Codes

Field	Type & Length	Description
Code	N2	The code of the accessory as defined in {SPCS-6}. The user must note that multiple accessory codes may be linked to a space in this Panel box.
Description	A30	Description of the accessory
Quantity	N3	Enter the number of the specified accessory in this location. The detail will be displayed on {SPOPSR1-10}.

Example:

Panel Box: Departmental Allocation

Field	Type & Length	Description
Code	N4	The code of the department to which this space is allocated. Department codes are created in the General System {GCS-4} and must be available before this Panel box can be completed. An advance search is available on this field, where the user will be able to query the Department.
Description	A30	The name of the department. Display field only.
Percentage	N3.2	A space may be used by more than one department and this field allows for a percentage allocation to departments. If the space is used by only one department, “100” must be entered. This allocation is not used for STATS purposes, but only for internal space reports.
Year	N4	The departmental allocations can be entered and stored per year. This is a display field indicating to the user the year for which this allocation was done. The year will be the Calendar Year for STATS Reporting set in the "table sequence 6th"- record in the STATS Control File {STMNT-1}.
Note: In the case of rooms that are used in the lecturing timetable or offices, this information will be calculated with the relevant option under "Copy Office / Timetable Data" {SPOPS-3}. If Service Spaces are linked to Parent Spaces, then this information will be calculated when option {SPSCU-4} is executed.

Example:

Panel Box: Allocation to Programmes

The allocation of space to the STATS PCS-programmes may be recorded here.

Field	Type & Length	Description
Program Allocation Code	LOV	Select the Code from the LOV or enter the Full Code for the Program Allocation without the dot seperator. Selecting the Program Allocation Code, will auto-populate the Program Code, the First Decimal, the Second Decimal, the Program Name and the Year.
Program Code	N2, N1, N1	The program is entered in three fields, i.e. the main program (1 to 11), the sub-program (for all programs except 2 and 3), and the sub-sub-programs (only for sub-programs 5.2 and 6.4). In cases where there are no sub or sub-sub-programmes, zeroes must be entered. The name of the (sub-) (sub-)program will be displayed when the complete code has been entered.
First Decimal	N2	The first decimal part of the SAPSE programme codes
Second Decimal	N2	The second decimal part of the SAPSE programme codes
Program Name	A30	The name of the program. Display field only.
Percentage	N3.2	The percentage of utilization against each program is entered here. The validation option {SPSCU-4} will ensure that the percentages add up to 100.
Year	N4	The program allocations can be entered and stored per year. This is a display field indicating to the user the year for which this allocation was done. The year will be the Calendar Year for STATS Reporting set in the "table sequence 6" - record in the STATS Control File {STMNT-1}.
		Note: In the case of rooms that are used in the lecturing timetable or offices, this information will be calculated with the relevant option under "Copy Office / TimeTable Data" {SPOPS-3}. If Service Spaces are linked to Parent Spaces, then this information will be calculated when option {SPSCU-4} is executed. The programme classification for all other spaces is entered by the user and needs only be changed as the actual usage pattern changes.

Example:

Panel Box: Allocation within PCS 1.1 to Subjects

Field	Type & Length	Description
Subject	A7	When the code of a subject involved with this space is entered, the name of the subject will be displayed. An advance search is available on this field where the user will be able to query the Subject.
Description	A7	The name of the Subject. Display field only.
Percentage	N3.2	The percentage utilization of the particular space by the subject. The total of the percentages entered in this Block must equal the percentage entered against Programme 1.1 in the previous Panel box.
Academic Year	YYYY	The subject allocations can be entered and stored per year. This is a display field indicating to the user the year for which this allocation was done. The year will be the Calendar Year for STATS Reporting set in the "table sequence 6th" record in the STATS Control File {STMNT-1}. The transformation of this subject information to CESM-categories and course levels as required for the STATS Tables, is calculated by the system on the basis of the allocation of the subjects in the Subject Structure {SACAD-14}, TAB - Subject Information.
Note: In the case of rooms that are used in the lecturing timetable or offices, this information will be calculated with the relevant option under "Copy Office / Timetable Data" {SPOPS-3}. If Service Spaces are linked to Parent Spaces, then this information will be calculated when option {SPSCU-4} is executed. The programme classification for all other spaces is entered by the user and needs only be changed as the actual usage pattern changes.

Example:

Panel Box: Linking of Related Space

"Service Space", e.g. a venue that serves as storeroom for a particular laboratory, may be linked to the "parent space" that is served.
Recalculate of Related Space Allocations {SPSCU-2} will (re)calculate the Departmental, Program and PCS1.1 Allocations of Related Space from the "parent space".
Where one service area is linked to multiple parent areas, the system will calculate the average percentage allocations for panel box 3/4/5.

Field	Type & Length	Description
Building	N4	The code for the Building from which the allocation must be taken.
Floor	N2	The Floor number for the above building.
Room	A7	The Room number for the above floor.
Description	A7	The name of the Room. Display field only.

Example:

Processing Rules
	No special processing rules.

Must be ACTIVE based on Inactive Date on SPCS-4.

See Also:

Procedures:

None

History of Changes

Date	System Version	By Whom	Job	Description
12-Feb-2007	v01.0.0.0	Amanda Nell	t134445	New manual format.
23-Jun-2008	v01.0.0.1	Amanda Nell	t150073	Reference
26-Aug-2008	v01.0.0.2	Frans Pelser	t146643	HEMIS Space Reporting.
20-May-2009	v01.0.0.2	Charlene van der Schyff	t158347	Edit langauge obtained from proof read langauge Juliet Gillies.
09-Nov-2012	v01.0.0.2	Sister Legwabe	t186909	Change the description of the stations
10-Dec-2012	v01.0.0.3	Dinong Sereko	t186909	System owner proof read
12-Feb-2013	v02.0.0.0	Sister Legwabe	t188707	Add new field campus code,campus name and changed the screen
19-Feb-2013	v02.0.0.0	Dinong Sereko	t188707	System owner proof read
21-Feb-2013	v02.0.0.1	Suretha de Kock	T188935	Add additional name fields as displays on screen
12-May-2014	v04.0.0.0	Nokuthula Mafenuka	t196509	Add new images
22-Apr-2016	v04.0.0.0	Dinong Sereko	T208973	ATOV 178403 Must be ACTIVE based on Inactive Date on SPCS-4.
18-June-2019	v04.1.0.0	Zainib Essop	T236466	Updated manual to display the latest image
18-Jun-2021	v04.1.0.1	Kerrylee Naidoo	t249930	Enhancement to advance search criteria for Department and Subject Codes
25-Jun-2021	v04.1.0.2	Kerrylee Naidoo	t250212	Update screen print for program allocation