Monitoring Space
Space accounting at Duke University and Duke University Health
System, in its simplest sense, is an effort to document and report
how space is allocated to different departments and what functional
activity is being conducted in that space. The Space File contains
every room in every building identified by room number, using department,
functional activity, type of room and size. Additional information
may include sub-department, faculty name, other occupants, etc.
Inventory
Plant Accounting personnel initiate and conduct space inventories
regularly to verify and update the space information. The auditor
conducts these inventories by reviewing the space with a representative
of each department on a cyclical basis. University budget allocations
and the many other uses of the Space File will require that any
significant changes or additions be reflected in the Space File
as soon as possible.
Departments review their space on a yearly basis through Space
Tracking And Recording (STAR) - a web based
database. The property officer or contact person evaluates their
space allocation, room by room. Additions, deletions and updates
are made at this time. The results are used for not only year-end
closing but also analyses by senior management.
Plant Accounting reviews, or audits, all departments in the University,
Medical Center and Health System. New construction, major renovations,
reorganizations and changes in cost sensitive areas will be addressed
as needed. Plant Accounting also reviews all changes made in STAR.
STAR
The Space Tracking and Reporting (STAR) system gives Duke University
department users online access to the institution-wide space accounting
database. For any room in your department, STAR lets you change
assignment information.
For more information, refer to the STAR
website.
Building Groups
For specific
building questions, contact Plant Accounting.
