Enhancing Space Data Collection and Validation

As space becomes increasingly tight and revenue declines restrict new construction, most institutions are actively seeking to make better use of existing space. A critical first step in better utilization is an up-to-date inventory of all campus space. A current inventory equips facilities leaders with reliable data to advocate for better space utilization and helps drive better decision making from Facilities, space committees, and other stakeholders.

However, simply gathering current space information can be a challenge. Institutions typically collect space data using a combination of two approaches—completing a campus survey and delegating responsibility to units—and each has its own drawbacks. This report details strategies to improve both approaches, and outlines an emerging third approach that automates space data collection.

3 approaches to efficiently and accurately collect space data

Completing a campus survey is a time-consuming activity for Facilities, while delegating the responsibility to units can yield little to no updated information. The first two sections of this report cover these main approaches in depth. The final section explores an emerging third approach: leveraging technologies that automate the collection of space data.

Approach 1: Facilities unit owns data collection and validation

The first approach institutions use in collecting space data is to have Facilities own the collection and validation of data. While Facilities has the best grasp on the data collection process and the campus’s physical inventory, this approach is very resource-intensive.

The bulk of data collection and validation occurs in a formal campus walkthrough. Facilities uses its own employees, student workers, or consultants to conduct boots-on-the-ground walkthroughs of campus space. The three main forms of walkthroughs are depicted below.

Approach 2: Facilities delegates data collection, validation to units

The second approach to collect and validate space data is delegating the responsibility to departments and units. In theory, the process is straightforward: Facilities sends a spreadsheet summarizing a unit’s current space allocation to the department chair, then the chair assigns someone, typically a unit administrator, to update the spreadsheet and send it back to Facilities. In reality, institutions point to three major challenges in delegating this responsibility.

First, unit contacts find the text-heavy spreadsheets to be a cryptic, inaccessible format to review. Second, there is often no clear owner of the review process. Facilities does not always know where to send the spreadsheet. If they send it to a senior leader, it often gets pushed down, and the task sometimes falls through the cracks. Lastly, nearly every institution reports that there is no incentive for accuracy. Units often rubber stamp the spreadsheet, sending it back completely unchanged—if they send anything back at all.

(Emerging) Approach 3: Automated space data collection technologies

The third, emerging approach to collect space data is using automated data collection technology. Some automated technologies, such as tracking card swipes into buildings or using light sensors to detect room usage, are already present on most campuses. Their major limitation, however, is that they only offer a binary view of space—occupied or unoccupied—and cannot provide a clear picture of activity or occupancy rate. In answer to these shortcomings, emerging technologies promise the automated collection of more detailed occupancy and utilization information.

Institutions install technologies such as sensors, people trackers, or Wi-Fi sensors that automatically track space utilization information.

CO₂ sensors

Can be used to estimate occupancy and may already be installed as part of HVAC system

People counters

Counts users
and provides
occupancy data

Wi-Fi trackers

Tracks usage patterns and occupancy data in real time