What is UoNSpace?

Over the last six months Infrastructure and Facilities Services (IFS) along with IT Services, through the IT POW, have been working on the delivery of an on-line Space Management System for the University.

The system, UoNSpace, will be the source of truth for space data across the University, including building names, floor and level naming and room numbering. This system will provide data to a number of core systems across the University including Technology One, Syllabus Plus and Maximo.

In preparation for the “Go Live” all small scale plans relating to Newcastle Campus (Callaghan), Newcastle City Precinct and Central Coast Campus at Ourimbah have been updated and loaded onto the web. Standards for numbering rooms, floors and buildings have been established and an exercise to update all space data is currently underway. The data update includes capturing changes in the use of space that have occurred over time along with capturing the current capacity of spaces, in particular Research Higher Degree (RHD) spaces and open plan office space. Previously the only capacity data we have focused on has been timetable teaching space. 

Benefits of UoNSpace

The implementation of UoNSpace will deliver a number of benefits for IFS and the broader University:

  • It will enable analysis, modelling and planning, that will in turn allow the University to understand
    • Are we making the best use of our space?
    • Is there enough space to support the current student and staff numbers?
    • What type and how much space does the University require in the future?
  • It will enable a better understanding of space types and functions for external reporting obligations, funding applications and benchmarking exercises.
  • Faculties, Schools, Divisions and Portfolios will have a better view of their space allocation.  
  • Over time, representatives granted permission by IFS will be able to update occupancy information for their Faculty and Division.
  • Availability of space will be more easily identifiable. 
  • Diagrammatical presentation of space by “Type” and “Faculty/Division” at a building level. 
  • Ability to monitor and report on move requests.
  • Ability to submit group moves.

Floor Plan


Changes to Note

Relocation Requests - As part of the implementation of UoNSpace, a new relocation request module, Move Manager, will also be brought on line. The main change for staff is that anyone submitting a relocation request, whether for staff on the move or furniture and equipment needing relocation, will no longer go through Maximo but through UoNSpace. Access to Move Manager will be gained via the relocations web page once the system is live. There will be no changes to how the relocations service is delivered, with Neil Gundry and his team continuing to be available to take enquiries and provide advice as and when required. 

It is our expectation that the system will be available, with the subsequent transition to Move Manager, during September.

Who to Contact

Should you have any questions about this project please contact Jo Humphris (ext 54923) or Anne Jokinen-King (ext 15895).