<p>1. Space Return Updates </p><p>The annual space return update process was established up in 2000 to pull together all accommodation records for the whole estate.</p><p>The results from the annual update process allow us to track and manage space appropriately for:</p><p>- budget allocations for College / Support Groups under NPRAS - finance for full Economic Costing reports - utilities / maintenance costs etc - managing E&B let property, embedded NHS space within UofE properties etc.</p><p>The records also provide a robust baseline, for the strategic estate planning.</p><p>The floor plans and room information, for your School are available to view and update online, through the Drawings on the Web package found at https://www-live.ebis.estates.ed.ac.uk/ebistop.cfm</p><p>The current room and plan records, reflect the estate occupancy as at 1 st October 2012, and you are required to update the relevant rooms to reflect the anticipated space occupancy at 1st October 2013. </p><p>It is essential that the Drawings on the Web package is utilised for Space Returns.</p><p>The following are some quick reminders of ‘dos and don’ts’ when returning the Space audit updates, based on frequently asked questions.</p><p> Return an update for all space including ones with no changes. (This ensures that the Space Managers audit trail facility can account for all rooms, not just the ones with updates to them. It is then easier to track what percentage of estate room data, has not been returned.)</p><p> For existing rooms, you are only required to update the specific information that has changed for example. if a room has changed from an office to a store, you would only have to change the Room Category, Room Standard and Room Type fields for this room.</p><p>However, Please note, that ALL fields in the ‘add a new room’ section are mandatory, and should be filled in. </p><p> Along with written confirmation of the total School/Planning Unit area (m2), please declare where you consider an NPRAS space transaction has occurred during the current academic year e.g. the area (m2) that has been given up or taken on in the last year: by ticking the box against the room code entry, and highlighting any other detail on the email cover sheet of the Online ‘Update Space Report’</p><p> Update the Room ‘Category’ and ‘Type’ and ‘Standard’ fields in that order; not just one of these fields, or the return will create an error when emailed to us. If these are selected in the reverse order or only individual fields, errors will occur when processing the data.  Update the College, School and Subject Area fields in that order; not just one of these fields, or the return again will create an error when emailed to us. If these are selected in the reverse order or individual fields only, errors will occur when processing the data.</p><p> Highlight any Postgraduate Study space you have, by selecting the ‘0405 - Postgraduate study facility’ from the room standard selection.</p><p> WHEN DRAFTING A ‘ .RED FILE’ Try and include as much detail on the room updates also, and remember to leave the default name as the bldg/floor code e.g.030101P. If you change the dwg name, it invalidates the file, which means we can’t open, view or process your changes.</p><p> If you are aware of rooms that have been allocated to another Department it is essential that you include these details on the return. If you do not know who has taken over the space, then set the rooms to ‘vacant’ by setting the Room Category to ‘01’, the Room Type to ‘03’ and the College, School, Subject Area unit codes to CSG, P62, D839 in that order.</p><p> If there are significant variations between the plans and your actual room allocations/layout or your School occupies space in a building not included in the printouts provided, or is currently under construction, please contact Gillian Nicoll or Richard Mann, Space Managers at [email protected]</p><p> Employee Headcount’ – per Office the number of people accommodated in each space</p><p> ‘Employee Headcount’ - Research Laboratories – the number of academic staff, non academic research staff and post graduate research students who normally work in the space. This should not include any visitors who are there to receive short term specialist instruction. Note: if an Academic member of staff has an allocated office and an allocated area of a Lab, please enter 1 under Employee Headcount for both the office and the Lab space room data</p><p> ‘Other Info’ - Teaching/computing laboratories/workshops - the number of work stations provided </p><p>You can get the detailed guidance for updating records online from the Drawings on the Web User guide at the following link http://www.docs.csg.ed.ac.uk/EstatesBuildings/EBIS/UserGuides/Drawings_on_the_web.pdf</p>