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iSpace Overviews (links to on-line Tutorials)
The iSpace Home Page
Occupants Information (pdf)
The iSpace Advanced Search Page
iSpace confidentiality agreement in STARS - job aid
How to Sign the iSpace Confidentiality Agreement

Advanced Searching and Search Results
How do I get access to iSpace?
How do I search for a room that has been removed or demolished?
How do I get a list of rooms that were active in a past fiscal year?
Why are there duplicate rooms in my search result?
What do I do if I can't find a room in iSpace?
Why are some rooms in the Search Result grey?
I updated a room record in iSpace, but I can't find the changes I made!

Editing, Updating and Submitting Changes
How do I change the room type?
How do I replace the department code assigned to a room?
I updated a room record in iSpace, but I can't find the changes I made!
How are benches defined for this lab-related attribute?
I'd like to track information about Captial projects for my rooms, such as the project number. Where should I put this information?
How do I change the square footage of a room? (I know there was reconstruction, or I measured the room and the square footage seems incorrect).
Why do I occasionally get two copies of the change I am trying to make?
Why can't I make any changes to a time period?
What do I do if the PI that I am trying to assign to a room is missing from the Picklist?

Reporting
How do I get access to OBI Space Reports?
How do I run a report in OBI?
How do I run a walking report?
What if I experience difficulties while running the Certification report?
When I query a date range when using OBI, why are my building and department totals too big?
Why can't I see my recent iSpace changes in the "Screen Report" file or the "FY Room Detail" (Excel) file?

Coding Questions
I have space with a Functional Use code of '9'. Why is that?
How do I find out what room type or functional code to use for my room?
What level of PI assignments should be added to the allocations? ie If the main PI has a group of people working with him, should all associate/assistant PI's be added to the PI allocation?

About iSpace Contact and Attributes
How are benches defined for this lab-related attribute?
How are Space Contacts used?

Floor Plans and Other Building Information
How do I access a floorplan?
How do I find who the building manager is for my building?
Where can I go to get more information on a building?
How often are the color-coded floor plans updated?




Don't see your question here? Contact iSpace-Support




Q: Why aren't my changes being submitted?

A: In order to submit your final iSpace changes, please remember that after you click the "Submit" button, you must click the "Continue" button on the conformation page in order to submit your changes.

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Q: Why can't I make any changes to a time period?

A: Remember that you can only update time periods that are in the current fiscal year. To make a change to a room, simply copy one of the existing time periods, change the effective from date to the appropriate date, change the necessary data (e.g, delete and add a dept. ID for a department change), then submit and continue through the confirmation page.

Click Here For A Demonstration

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Q: What if I experience difficulties while running the Certification report?

A1: If you receive an alert box while running the cert report regarding security, please say "YES."

A2: If you are able to run the certification report, but experience an error before receiving the results in a PDF file, you may need to delete your Temporary Internet Files.

PC Users:
Tools --> Internet Options
In the Temporary Internet Files box (2nd box down)
Click "Delete Files"
(Please do not delete Cookies or this may cause you to lose settings on various web pages you have visited)
Close all browser windows, reopen and retry the Certification report. If you are still experiencing difficulties, please contact
iSpace Support.

Mac Users: Click on Explorer Choose Preferences, and the Internet Preferences Box will appear. In the left column, click on Web Browser and a list will appear. Click on "Advanced" in that list. In the Cache box, click on "Empty Now." Choose OK. Close all browser windows that are open on your computer and retry the Certification report. If you are still experiencing difficulties, please contact iSpace Support.

A3: If you receive a denied access error when clicking on the Certification report from the reports page, contact iSpace Support. Only Space Coordinators and SoM DFAs currently have access to the Certification report.

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Q: How do I get access to iSpace?

A: Access to the University's iSpace application is limited. Contractors and other non-Stanford employees wishing to be granted temporary view access must submit their email request to: iSpace-support@stanford.edu
The message should include:
* Requestor's Name
* Company Name
* Purpose for Request
* Length of Request
Please note: Access to iSpace can only be granted to those with a regular or sponsored SUNet Id account. If you do not have a SUNet Id, please visit
http://sunetid.stanford.edu/for information on how to obtain one.

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Q: How do I get access to OBI Space Reports?

A: All Stanford Space Coordinators are given access to OBI Space Reports. If you are a Space Coordinator and find you do not have access, please contact
iSpace Support.

If you are in need of OBI Space Report training, please contact iSpace Support.

Also, please click here for more information about iSpace Reporting.

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Q: How Do I run a report in OBI?

A: Please reference the following pdf job-aid:
OBI-Space-JobAid.pdf

If you are in need of OBI Space Report training, please contact iSpace Support.

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Q: What do I do if I can't find a room in iSpace?

A: Due to a variety of browser settings, we've found that the Advanced Search Page sometimes remembers a search criteria you've used during the current session, which could be inadvertently narrowing your search too far. Please try refreshing the browser and try your search again. If this does not work, please exit all browser windows and reopen iSpace and try again. If you are still not finding your room, it is possible that there has been construction in recent years and the floorplans have not yet been updated. You should verify that the room is on the floorplan. Search for the building via the
FIMS page and navigate to the floor plan section. Once you find the room on the floor plan, you can Ctrl Click on the rfoom, and then click on the room ID in the subsequent page to access the room detail in iSpace. If you are still unable to find a room, please contact iSpace Support.

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Q: How do I change the square footage of a room? (I know there was reconstruction, or I measured the room and the square footage seems incorrect).

A: Room square footages are derived from floorplans. Floorplans for academic buildings, including the School of Medicine are maintained by the department of Maps and Records. For assistance with updating a floorplan, please contact
iSpace Support, or contact the Department of Maps and Records at 723-3289.

Maps and Records works closely with departments that manage construction projects, however we also rely on Space Coordinators and Building Managers to notify us any construction going on in your buildings so that the iSpace/FAMIS space database and the floorplans are kept current. (The space database feeds other campus sytems with accurate locations.)

Please notify us of any modifications that affects door locations or room number signage, wall moves, additions or demolitions. Also, if your floorplan typically displays cubicle areas, please notify us if these areas have been reconfigured.

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Q: Why are some rooms in the Search Result grey?

A: If a room is in the process of being edited, it will show up as grey in the list of rooms in the Search Result.

Click Here For A Demonstration

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Q: What do I do if the PI that I am trying to assign to a room, is missing from the Picklist?

A: Please contact
iSpace Support.

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Q: How do I find out what room type or functional code to use for my room?

A: Help is available in iSpace by clicking on the Help link in the upper right hand corner of each of the following pages: "Edit Department", "Edit Primary Individual (PI)", "Edit Functional Use" and the "Time Period Allocation" page where you can change the Room Type. Each of the Help Pages has two columns, a Field name, and a description. In the Field Name column, click on the highlighted item (Room Type or Functional use) to link directly to policy documents provided by the Office of Research Administration. A link to the Space Inventory Instructions is also available on our
Policy Page . If you have further questions, you can also contact the Office of Research Administration by calling 5-7565.

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Q: How do I access a floorplan?

A: On any room detail page, click on the address, building number or building name to bring up the building page. Towards the bottom of the building page on the left, you will see a link for floorplans where you can choose the floor you are looking for. We have two options DWF for PCs (plugin required) and PDFs for Macs.

Click Here For A Demonstration

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Q: When I query a date range in ReportMart, why are my building and department totals too big?

A: We recommend that you avoid using pivots in Hyperion ReportMart unless you have searched for a single start and stop date. Also be sure you have not used any other qualifiers (or limits). If choosing range of dates, you may bring back multiple results for a single room resulting in duplicate data being totaled. Likewise, you can also query a subset of rooms and the Pivots may appear to give you totals of buildings, when really they are not. We have included special warning messages in Hyperion to help keep this from occuring.

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Q: How are benches defined for this lab-related attribute?

A: A "bench" is typically described as a work station in a lab generally defined by casework with a kick space and lab utilities on the work surface.

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Q: I'd like to track information about Captial projects for my rooms, such as the project number. Where should I put this information?

A: Capital Project info can be placed in the Room Level comments. Please do not use the Research Explanation field, as this is only for documentation of Sponsored Projects in each PI's space. Please contact us if you have a suggestion for an attribute that might be useful to multiple departments.

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Q: What level of PI assignments should be added to the allocations? ie If the main PI has a group of people working with him, should all associate/assistant PI's be added to the PI allocation?

A: The PI listed should be the person responsible for research grant(s), where the research is regularly being conducted in the space. Additional PIs who observe, give talks or consult as a guest should not be added to the list of PIs in the room.

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Q: How do I run a walking report?

A: Walking Report
To produce a walking report that includes all your department's space for theseleted Fiscal Year, you must select the following fields/buttons in this order:

1. enter or select from the LOV the "ORG CODE or DEPT NAME" or" PARENT ORG CODE"
2. select the "ALL TIME PERIODS" button
3. select the "OPEN AND DEACTIVATED" field
4. Click on the "SEARCH" button
5. when the "SEARCH RESULTS are displayed, select "FY Room Detail" to download your rooms to Excel
6. print the Excel download - All TIME PERIODS within your search selection will included in the report. Example, if you selected FY06 during your search, only time periods within FY06 will be included in the report.

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Q: I updated a room record in iSpace, but I can't find the changes I made!

A: Most likely, you have placed an 'Effective To' date in the record and did not create a new time period. In order to see this record
1. Click on the "All" choice from the Select A Time Period pull-down. on the Advanced Search Page
2. Place the Room number in the 'Room' field
3. Click on the 'Search' Button and the search result will display your change.

NOTE: No room in iSpace should have an 'Effective To' date (unless it has been deactivated: i.e. demolished). All rooms need to have an 'Effective To Present' date.

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Q: How do I search for a room that has been removed or demolished?

A: To find a room that previously existed, change the "Status" value on the Advanced Search page to "Open and Deactivated". You will also need to choose the proper fiscal year (e.g., all time periods).

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Q: How do I get a list of rooms that were active in a past fiscal year?

A: On the Avanced Search page, choose the proper fiscal year within the "Select A Time Period" pull-down pick list. This will limit your search to only time periods that overlap the chosen fiscal year.

Click Here For A Demonstration

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Q: Why are there duplicate rooms in my search result?

A: The search result will show multiple rooms if you searched for time periods other than "Most Recent". The search result is showing one room for each time period within the room.

Click Here For A Demonstration

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Q: How are Space Contacts used?

A: You can search for Space Contacts on the Advanced Search page. Space Contacts are also available within the iSpace Hyperion ReportMart reports. If the space contact "Occupant" is filled out, it will be labled on the floor plan. Note: The space coordinator must assign an occupant to a room within iSpace.

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Q: How do I find who the building manager is for my building?

A: Building Manager information is posted on the FIMS Building Page.

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Q: Where can I go to get more information on a building?

A: Building information is accessible on the FIMS Building Page.

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Q: How often are the color-coded floor plans updated?

A: Color coded floor plans are produced twice a day. Once at 8:00am and Once at 1:30pm. If you make a change to iSpace in the morning, your changes will be reflected on the graphical reports (floor plans) in the afternoon (after 1:30pm).

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Q: Why do I occasionally get two copies of the change I am trying to make?

A: Multiple proposed changes can occur if you try to make multiple changes to the current time period (or other time periods). It is important to ensure you have the proper time period high-lighted in yellow before making your change. If you create multiple time periods that are waiting to be submitted, it is recommended that you delete them and conintue working on only one at a time. Please email ispace-support@stanford.edu if you need help.

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Q: I have space with a Functional Use code of '9'. Why is that?

A: This room was recently created in iSpace (possibly due to new construction) and has not yet been assigned a functional use code by the Space Coordinator. You will need to update your room records to reflect the current use of the room and remove the Functional Use code '9'.

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Q: Why can't I see my recent iSpace changes in the "Screen Report" file or the "FY Room Detail" Excel reports?

A: Selecting the "Screen Report" or the "FY Room Detail"(Excel)" choices will copy your current search results to Excel. If you have been making room updates, you will need refresh the search results page with accurate data. Remember, that each time you return to the search results page from the room detail page, you will not see your recent changes. You will need to return to the Advanced Search page and re-run your search.

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Q: How do I change the room type code?

A: If the current time period has an effective from date in a previous fiscal year, you will need to first copy the current time period. After copying the time period, click on the change icon of the newly created time period. Here you will change the effective from date along with the room type code using the List of Values icon. Once completed, select the save button and submit your changes.

Click Here For A Demonstration

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Q: How do I replace the department code assigned to a room.

A: If the current time period has an effective from date in a previous fiscal year, you will need to first copy the current time period. After copying the time period, click on the change icon of the newly created time period. Here you will change the effective from date (and the room type code if it's not correct). Once completed, select the save button to return to the room detail page. Now you need to delete the department code that is in your working copy and add your information. You'll need your department id (org. code), Primary Individual value, and Function Code.

Please refer to the on-line training documentation for a more detailed explanation, or watch the following 7-minute tutorial.

Click Here For A Demonstration

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E-Mail: ispace-support@stanford.edu