Project Overview
The space audit verification process is an annual review of space data stored in the FMS system for the West Lafayette and Indianapolis locations. The purpose of this audit is to ensure the accuracy of space data. Data in Purdue’s FMS system supports all space reporting, including reports to national, state, and local entities.
Updates to FMS will be paused while spreadsheets are distributed to Building Deputies for auditing and while the audited data is being loaded back into FMS. This pause is necessary to maintain data integrity during the audit process.
Scope
For the annual space audit verification, Phase 1 will occur in Spring 2026 and will audit office spaces and research laboratories, including verification of office occupants and PIs. Phase 2, in Summer 2026, will validate departmental teaching laboratories and conference rooms. This phased approach allows adequate time during the pilot year. Beginning in Spring 2027, all room types and related attributes will be validated at the same time.
Phase I – Spring 2026
- Office Spaces: Verify faculty and staff names.
- Research Laboratories: Verify PI assignments.
Phase II – Summer 2026
- Teaching Laboratories and Conference Rooms: Verify departments associated with each space.
Annual Review (Beginning Spring 2027)
- Office Spaces: Verify occupant names.
- Research Laboratories: Verify PI assignments and room attributes.
- Space Use Codes: Validate each space according to FICM guidelines.
- Department Using: Verify departments associated with each space.
Schedule
Phase I – Spring 2026
| Date | Task |
|---|---|
| 3/2/2026 | Email audit spreadsheet to Building Deputy |
| 3/27/2026 | Spreadsheet due back from Building Deputy |
| 5/15/2026 | Spreadsheet due back from Building Deputy Capture updates in FMS |
Phase II – Summer 2026
| Date | Task |
|---|---|
| 6/1/2026 | Email audit spreadsheet to Building Deputy |
| 6/30/2026 | Spreadsheet due back from Building Deputy |
| 7/31/2026 | Capture updates in FMS |
Annual Review – Spring 2027
| Date | Task |
|---|---|
| 3/1/2027 | Email audit spreadsheet to Building Deputy |
| 3/31/2027 | Spreadsheet due back from Building Deputy |
| 4/1-4/30/2027 | Allow time for on-site visits when needed |
| 5/31/2027 | Capture updates in FMS |