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1
New for This Year
Specific Issues
Schedule/Contacts
Space Survey – 2014Presentation Overview
Space Survey – 2014New This Year
2
WebSpace Changes View Employee/Account
Space Survey – 2014New This Year
3
WebSpace Changes Assignment – change both IC and surveyor at the same time
Occupant screen – Current field renamed Currently Occupied
Space Survey – 2014New This Year
4
WebSpace Changes Survey summary popup
Prior year %s on survey screen
Space Survey – 2014New This Year
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WebSpace Changes Reporting – filters and prior year (archive) option
Print Form enhancements Download to Excel Prepopulate account and occupant information (specify number to display)
Delinquent alerts
Space Survey – 2014New This Year
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New Room Types 345 – Office Service Corridor Space 358 – Break Room/Kitchenette
New Service Room Types 315 – Office Service 325 – Admin Office Service 335 – Faculty Office Service 345 – Office Service Corridor Space 355 – Conference Room Service
Unpaid Occupants Occupant with 0 FTE & No payroll in HRMS will now have 1.0 FTE with
84-No Account Function. Anyone with a WUSTL key will be in HRMS and their name will be available in
WebSpace. This would include visiting professors.
Space Survey – 2014New This Year
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Space Datamart (VERSA/RAPS) Reporting Additional reports-Space Reports
Space Survey – 2014New This Year
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Space Datamart (VERSA/RAPS) Reporting Additional reports - Current Space/Inventory Only
Additional reports - IDC Function Reports
Space Survey – 2014New This Year
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Space Datamart (VERSA/RAPS) Reporting Additional reports – Multiple Year reports
Additional reports – Occupant Reports
Space Survey – 2014New This Year
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Space Datamart (VERSA/RAPS) Reporting Additional reports – WebFocus Reports
Space Survey – 2014New This Year
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Space Datamart (VERSA/RAPS) Reporting DCs and SubDCs in FY12 were given access, new DCs and SubDCs, and
any other WebSpace user (Inventory Coordinator, Surveyor, Audit) must request access
DCs and SubDCs do not have to specify departments when they submit the form, they are given access based on WebSpace departments
Other WebSpace users must specify the department when they submit the form, as do others that are not WebSpace users.
Department on the request form means the WebSpace department or sub department
Request form available in WebSpace Training Documents and Space Utilization web site
https://repsvcs-prod.wustl.edu/ibmcognos/cgi-bin/cognos.cgi
Space Survey – 2014Auto Complete
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Only rooms with occupants
Complete inventory – update occupants and other information as needed
Survey automatically completed when inventory completed Functional percentages based on payroll distribution of occupants All funding sources used All occupants calculated at 100% time in room
Option to redo survey if needed
Space Survey – 2014SSF/Recharge Center
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Specialized service facilities/recharge centers Mark room as recharge on edit screen Payroll funds will be assigned function code 85 Rooms will need to be split if the recharge center/SSF activity is not the only
activity in the room (also if not the only recharge center in the room) The business manager or center manager should be assigned as PI/PO, not
a faculty member Survey will be based on billing data - Cost Analysis will complete the survey Examples of Recharge Centers included in appendix C
Animal facilities Space used by departments that is not SSF space will not be assigned to the
departments Will be split by PI but not department Departments will not be responsible for inventory or survey Survey will be based on billings
Space Survey – 2014Service Rooms
WebSpace will automatically calculate the survey percentages of a service room by applying a weighted average to all benefiting rooms that have been surveyed.
Service Rooms are those rooms that provide support or service to other regular rooms (benefiting room)
Rooms will be noted with in WebSpace Room Types
254 - Dark Room 315 - Office Service (new this year)
255 - Non-Class Lab Service 325 - Admin Office Service (new this year)
256 - Glass Wash 335 - Faculty Office Service (new this year)
257 - Warm Room 345 - Office Service Corridor Space (new this year)
258 - Cold Room 355 - Conference Room Service (new this year)
259 - Electron Microscope
260 - Cold Room
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Space Survey – 2014Service Rooms
Benefiting Rooms are those rooms that benefit or use the services of a service room Examples
250 Non Class Wet Lab 251 Non Class Dry Lab 252 Non Class Electronic Data Processing Laboratory 270 BSL3 Laboratory 271 BSL3 – Ag Laboratory
You can attach additional benefiting rooms to a service room at any time and the survey for the service room will be updated.
You can remove benefiting rooms at any time and the survey for the service room will be updated.
Contact Carrie Slama or Sue Ugalde for assistance with adding or removing rooms.
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Space Survey – 2014Service Rooms
Split Service Rooms by Department/PI Service rooms should be split by Dept or PI based on their % of usage in
the room For Example - 4 Departments / PI share the Glass Washing Room on the floor,
room should be split 4 ways
Service rooms should be split by PI based on their % of usage in the room
PI/PO for each split should be identified. For Example - 4 PI share the Glass Washing Room on the floor, room should be
split 4 ways
Occupants are not necessary in Service Rooms Do not include service rooms in clusters
A cluster can be a benefiting room for a service room
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Space Survey – 2014Specific Issues
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“Assignee” Department/”Occupant” Department A room can be assigned to only one department or unit A room can be occupied by multiple departments and investigators VERSA/RAPS report – Building – By Room – Occupant Dept & Assignee Dept
What activities/funding sources are going on in this space? An occupant can be working on multiple activities (funding sources) in a
given space For example, a faculty member may use a research lab for organized research &
a classroom for instruction Make sure to identify the funding source for the activities in the room (correct
fund numbers)
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Current occupant flag in WebSpace The default is
Uncheck the box if the occupant is not using the space at the end of the year
Occupants not marked as current will be removed for FY 15 space survey
Occupants are not required for all rooms Rooms that are not used as permanent work areas (exam rooms,
classrooms, etc) Conference Rooms / Lounge Common Support/Service Rooms (ie: Glass Wash/Dark Room)
Space Survey – 2014Specific Issues
Space Survey – 2014Specific Issues
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FTE Source is the FTE in HRMS Adjusted FTEs
If the FTE is 0 in HRMS and the individual was paid, an adjusted FTE will be calculated
The FTE will be adjusted for any employee that did not work the entire year using the start and/or end date to calculate an adjusted FTE
Occupant with 0 FTE & No payroll in HRMS will now have 1.0 FTE with 84-No Account Function.
Space Survey – 2014Contact Information
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Sue Ugalde, 935-5650, [email protected] Carrie Slama, 935-5726, [email protected] Chuck Wuensch, 935-5713, [email protected]
Space Survey – 2014Schedule
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Survey - complete by Monday, June 30 Hands on sessions
Tuesday, April 29 Thursday, May 15
Space Survey – 2014
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Appendix A – Service Rooms
Appendix B – Survey Instructions
Appendix C – Recharge Center List
Appendix D - Sources Room Type codes: http://space.wustl.edu/defs.html
IDC codes: http://space.wustl.edu/costcodes.html
250 – Wet LabRoom# 06600
PI – SmithRoom#
06600^01A/B Occupants
PI – JonesRoom#
06600^02C/D Occupants
PI – BlackRom#
06600^03E/F Occupants
PI – WhiteRoom#
06600^04G/H Occupants
SERVICE ROOMS
Inventory and Attached Room to the appropriate
Benefiting Room
BENEFITING ROOMSInventory / Survey
* Lab Space can only be clustered if the same occupants and same funding activity is occurring
in all the space23
Space Survey – 2014
Appendix A: Service Rooms
PI – Smith Research
Space
250- Wet LabRoom#
06600^01
250 – Wet LabRoom#
06601^01
250 – Wet LabRoom# 06603
330 – Faculty Office
Room# 06612255 – Lab ServiceRoom#
06600A^01 256 – Glass Wash
Room# 06625^01
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Space Survey – 2014
Appendix A: Service Rooms
PI – Jones Research
Space
250- Wet LabRoom#
06600^02
250 – Wet LabRoom#
06601^02
20 – Wet LabRoom# 06602
330 – Faculty Office
Room# 6615255 – Lab ServiceRoom#
06600A^02 256 – Glass
WashRoom#
06625^02
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Space Survey – 2014
Appendix A: Service Rooms
Step 1: Service Rooms should be inventoried in the same manner as any other room. If multiple PIs use the service room, the room should be split by PI
No occupants are required for a Service Room, however, you can certainly add them if you wish.
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Space Survey – 2014
Appendix A: Service Rooms
Step 2: Inventory must be complete for any benefiting room(s) prior to assigning these rooms to a service room.
In the example below, the inventory is complete on the 250 Wet Lab & the 257 Warm Room. Also, the warm room is a split room by PI/PO
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Space Survey – 2014
Appendix A: Service Rooms
Step 3: Accessing Service Rooms & assigning the benefiting rooms Only the DC & Sub DC roles will have access to assign the benefiting
rooms to a service room. If you only have the Inventory / Surveyor role you will need to contact your Sub DC for your department.
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Space Survey – 2014
Appendix A: Service Room - Access
3. The Service Room (room# 6620) has been split by PI. Only select the PI split you wish to attach the benefiting rooms (Lab Space) to.
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Space Survey – 2014
Appendix A: Service Rooms - Assigning
Step 4: Assigning Benefiting Rooms to Service Rooms after inventory completed
1. Click on the Service Module on the left side of the Home Page of WebSpace. A list of Service rooms will appear.
2. Select the service room or rooms you will be assigning benefiting rooms; click proceed.
Step 4: Assigning Benefiting Rooms to Service Rooms after inventory completed
Select
Room
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Space Survey – 2014
Appendix A: Service Rooms - Assigning
4. A list of benefiting rooms will appear. Select the benefiting rooms you wish to attached to the service room• Room# 6619 (250-Non Class Wet Lab) was selected as a
Benefiting Room. Note, the PI listed is Sharon Tomiser, which is the same as the Service Room – Room# 6620^01
Step 4: Assigning Benefiting Rooms to Service Rooms after inventory completed
The #1 listed under the Service Column is the number of benefiting rooms attached to the service room.
The Benefiting Room is Room# 06619 – Non
Class Wet Lab31
Space Survey – 2014
Appendix A: Service Rooms - Assigning
5. The Service Rooms – Room# 6611^01 & 6620^01 will automatically be surveyed when the benefiting room(s)’ survey is completed. Note, the survey status is now complete
Room# 06611^01 Service Room; 255 – Non Class Lab Service
Room# 06619 Benefiting Room; 250 – Non Class Wet Lab
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Space Survey – 2014
Appendix A: Service Rooms
Room# 06620^01 Service Room; 257 – Warm RoomRoom# 06619 Benefiting Room; 250 – Non Class
Wet Lab
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Space Survey – 2014
Appendix A: Service Rooms
Do I have to use the service room feature of attaching a benefiting room? It is highly recommended that you use the Service Room feature in
WebSpace. Accuracy of the survey. By not using this feature, the system will direct the user straight to the Survey
Screen, where functionality can be specified, bypassing the payroll process. If the room is surveyed with the functionality of Organized Research, you will be required to enter the Organized Research account(s) associated with the service room
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Space Survey – 2014
Appendix A: Service Rooms
The survey process is specific for each room and involves the following steps: Step#1: Viewing payroll distribution for each occupant & identifying
which accounts/projects are taking place in each room
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Space Survey – 2014
Appendix B: Survey Process
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Occupant #1 has his own fundingIf all activities were taking place in this room, split by PI
Space Survey – 2014
Appendix B: Survey Process
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Space Survey – 2014
Appendix B: Survey Process
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Step#2: Specifying the % of time each occupant expends in each room on each activity during the fiscal year What do we know about Occupant #1?
Multiple payroll sourcing from 3 different PIs Payroll associated with Principal #1 is only 3%
Space Survey – 2014
Appendix B: Survey Process
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Principal #1 only spent 10% of his time in this room working on organized research activities, even though 66% of the pay is on organized research sources. The remaining time spent on organized research activities could be going on in an office or another lab.
Space Survey – 2014
Appendix B: Survey Process
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The FTE in this room is .77 The occupants of this space are not in this particular room 100% of their
time. Their organized research work is done in various other rooms.
Space Survey – 2014
Appendix B: Survey Process
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Step#3: Updating Survey with the functional percentage that represent the use of the room for the fiscal year.
Functional use percentages must reflect the specific activities performed in each room
Arbitrary percentages, such as averages or repeating percentages, are not acceptable
This room will be surveyed at 100%
OR
Space Survey – 2014
Appendix B: Survey Process
Space Survey – 2014
Appendix C: Recharge Center list
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Specialized service facilities/recharge centers Specialized service facilities
None Recharge Centers over $250K
Recharge Centers under $250K
Chemistry - NMR Facility NASA - Goddard RechargeRadioactive Waste Disposal
Biology Animal Space Biology EM Facility
Biology Greenhouse Isotope Geochemistry Lab
Biology Stockroom Machine Shop - Chemistry
Center for Materials Innovation NNIN General Operating Funds
Chemistry - Biomedical Mass Spectrometry Physics Machine Shop
Chemistry - Glass Shop Software Licensing- General Purpose
Chemistry - Storeroom Software Licensing Special Purpose
Space Survey – 2014 Appendix D: Sources
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Room Type codes: http://space.wustl.edu/defs.html
IDC codes: http://space.wustl.edu/costcodes.html