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.
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.
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.
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For specific building questions, contact Plant Accounting.