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FY 12 Space Survey Purpose. Determine room usage for F&A proposal to the federal government – FY 12 is a base year A Space use survey is the process of assigning functional use categories, such as instruction and organized research, to each room the University owns or leases - PowerPoint PPT Presentation
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FY 12 Space SurveyPurpose
Determine room usage for F&A proposal to the federal government – FY 12 is a base year
A Space use survey is the process of assigning functional use categories, such as instruction and organized research, to each room the University owns or leases
Space survey (how) vs space inventory (what)
FY 12 Space SurveyPurpose
Other uses Space Planning & Financial Metrics
Department/Division/PI• Research Space ( IDC 82 & 97)• Research Funding (Direct $ & MTDC $’s) / Research Space• Headcount (current staff, students) working in research
space Financial Allocations
Clinical Space Charges Internal & External Reporting/Benchmarking
FY 12 Space SurveyThe Survey Process – Basic Considerations
Room specific Functional use percentages must reflect the specific
activities performed in each room Arbitrary percentages, such as averages or repeating
percentages, are not acceptable Room “clusters” are acceptable
FY 12 Space SurveyThe Survey Process – Basic Considerations
Survey period Activities in the room for the entire fiscal year, not a
point in time Survey starts before the end of the fiscal year, so
consideration should be given to anticipated activity for the remainder of the year
Knowledge of activities in the room The person completing the survey for a specific room
should “walk the space” and must have first-hand knowledge about:
Who occupies the room The funding sources of the occupants The activities conducted in the room
Documentation Facilitates the review process-how & why a room was
coded
FY 12 Space SurveyThe Survey Process – Basic Considerations
Management of time & effort Spend time planning before entering data to the
system Functional use levels that are accurate, material, &
supportable Some space is easier to code than others Minimize time spent analyzing less complex space Allow time for review process
FY 12 Space SurveyThe Survey Process – Basic Considerations
Verify accuracy of the space inventory Compare to floor plans Contact Keith Van Booven if there have been
renovations that have not been reported Room number, square footage, department,
room type Consider the type of room to determine the
approach Analyze the activities in the room to determine
how the room should be coded
FY 12 Space SurveySpecific Issues
PI Space Office space Lab space Support (service) rooms Junior faculty – if extramural funding in their name
that supports more than just their salary
FY 12 Space SurveyThe Survey Process – Types of Rooms
Offices Code according to the specific functional use of the
room Identify occupants, funding sources, and activities in
the room Conference rooms & other multipurpose rooms
(break rooms, lounges, etc…) Code as joint use
Instructional space Classrooms & class labs are normally coded 100%
instruction Clinical space
Determine functional activity based on the scheduling of the room
FY 12 Space SurveyThe Survey Process – Lab Space
Determine occupants Faculty/staff Students Include those not paid by the university
Visiting faculty, hospital staff, unpaid students – code as instruction, other institutional activity (OIA), clinical, or external activity as appropriate
Determine funding sources of the occupants Relationship between funding sources and activities Voluntary uncommitted cost sharing (VUCS)
Additional cost sharing on a project not committed in the award proposal
Not included in the research base Space should be coded organized research
FY 12 Space SurveyThe Survey Process – Lab Space
Determine how the occupants use the room A person can work in multiple rooms and be doing
different activities in each room For example, a faculty member may use a research
lab for organized research & a classroom for instruction
Proportionate use of space Amount of time
Working full time (1.0 FTE) vs part time (FTE less than 1.0)
Working the entire year vs part of the year Amount of space
FY 12 Space SurveyThe Survey Process – Types of Rooms
Support rooms Average functional use of the rooms supported Assign to department and/or PI based on % of use -
logical, documented, not arbitrary Headcount Grant funding Equipment ownership Overall use of geographic area (building or floor)
FY 12 Space SurveyThe Survey Process – Types of Rooms
Support rooms Service Room feature in WebSpace
Rooms that provide support or service to other rooms Survey percentages will automatically be calculated by the
weighted average of all the benefitting rooms that have been surveyed
Benefitting rooms are rooms that benefit from the service provided by the associated service room (e.g. labs)
Service rooms Dark room (254) Cold room (258)Non class lab service (255) Electron microscope (259)Glass wash (256) Clean room (260)Warm room (257)
Benefitting rooms can be added or deleted at any time Do not add occupants to a service room Do not cluster service rooms
FY 12 Space SurveyThe Survey Process – Types of Rooms
Animal facilities HHS policy issued November 15, 1999 Should not be classified as SSF if housing animals
involved in research and if the animals are generally not removed from the animal facility to conduct the research
Does not matter if the animals stay in the animal rooms or are moved between animal rooms and procedure rooms within the animal facility
Division of Comparative Medicine (DCM) will determine if the space is specialized service facility (SSF)
FY 12 Space SurveyThe Survey Process – Types of Rooms
Animal facilities Space used by departments that is not SSF space will
not be assigned to the departments Will not be split by department or PI Departments will not be responsible for inventory or
survey Survey will be based on billings
FY 12 Space SurveyThe Survey Process – Types of Rooms
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 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
FY 12 Space SurveyThe Survey Process – Types of Rooms
Specialized service facilities/recharge centers Core facilities
Grant funding Recharge center Program income
FY 12 Space SurveyThe Survey Process – Types of Rooms
Specialized service facilities/recharge centers Specialized service facilities
Cyclotron DCM MR Facility Recharge centers included in the University’s disclosure
stmtBiochemistry Stockroom Microarray FacilityCCIR MicroPet FacilityCenter for Biomedical Informatics Spt Missouri Family Registry/TSPRCenter for Clinical Studies Molecular Biology StockroomCenter of Genome Science Mouse Genetics Core FacilityComputer Support Group NTS Software LicensingDNA Sequencing ProteomicsGenechip Core Radioactive Waste DisposalGTAC Small Animal MRMedpics/Medical IllustrationCore Laboratory for Clinical Studies (CLCS)-Research Testing CoreFlow Cytometry & Fluorescence Activitated Cell Sort
FY 12 Space SurveyThe Survey Process – Types of Rooms
Specialized service facilities/recharge centers Recharge centers under $250K
Animal Models Core Hope Ctr Molecular GeneticsCore Facility Human Genetics Molecular Microbiology
Imaging FacilityDSG Computing Cluster Molecular Microbiology Glassware
FacEarhart Research Activities Molecular Microbiology Svc Maint
ShopEmbryonic Stem Cell Core Molecular Pathology LabFacilities Electronics Shop Mo Flo Cell Sorting CoreFacilities Machine Shop Mouse Phenotype Core
Hamlet Core Neuroimaging Core Hope CtrHistology Service Center Pathology Histology ClinicalHTS Robotics Core Pathology Histology LabMetabolomics Core Pathology Hybridoma FacilityMolecular Biology Core Hope Ctr Pathology Immunohistology Lab
FY 12 Space SurveyThe Survey Process – Types of Rooms
Specialized service facilities/recharge centers Recharge centers under $250K
PCR Freezer Fund Transgenic Core FacilityPediatric Research Freezer Fund Transgenic Vectors Core
Hope CtrPediatric Special Projects Lab WUBIOS Computing
ResTissue Procurement Core
FY 12 Space SurveyWeb Space
No changes to the application this year Version 7.0 DC Manual
Home Page – pg 5 Edit Room – pg 20 Inventory – pg 17 Service Room – pg 38 Survey – pg 42 Recharge Room – pg 50 Clustering – pg 34 Assignment – pg 8
FY 12 Space SurveySpecific Issues
% time in room 1.0 FTE x 50% time in room = .50 0.5 FTE x 100% time in room = .50 Cumulative Time %
FY 12 Space SurveySpecific Issues
FTE Source is the FTE in HRMS Adjusted FTEs
If an FTE is 0 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 the adjusted FTE
Users can change FTEs, but it has a potential impact on the calculation for other space occupied by that individual
FY 12 Space SurveySpecific Issues
Vacant space Should only be coded as inactive (function code 93) if
it was vacant the entire year Assign the business manager as PI/PO Note in the comments section if space is being held
for a recruit for the upcoming fiscal year Sub function – not required this year Do not split rooms for space inactive for part of the
year
FY 12 Space SurveySpecific Issues
Vacant space EOY status flag on the edit screen
Default is Y Enter N if the PI is not assigned to the space at the end
of the year
Room PI Time Period PI EOY Status00001 Jones Jul 1 – Dec 31 N00002^01 Smith Jul 1 – Dec 31 N00002^02 Jones Jan 1 – Jun 30 Y00003 Smith Jan 1 – Jun 30 Y
FY 12 Space SurveySpecific Issues
All organized research, department research, and other sponsored activity space should have: Faculty member assigned as PI/PO that has associated
funding taking place in this room OSA (other sponsored) activity (function code
83) normally takes place in an office or clinical setting If a wet lab (room type 250) is coded with this function
code, verify that OSA activity is in fact occurring in this setting
Verify that the account profile is correct. Contact the Med School Finance Office with any questions.
FY 12 Space SurveySpecific Issues
Centers in the BJC Institute of Health building and elsewhere Center is the assignee/owner – work with Rebecca to
update if necessary Department/sub department should be the home
department(s) of the PIs that use the space Important to determine the allocation of space to the
PIs associated with the space Center #1 includes activities for 4 PI’s then space should be
assigned to those 4 PI’s proportionately
FY 12 Space SurveySpecific Issues
Centers in the BJC Institute of Health building and elsewhere
FY 12 Space SurveySpecific Issues
Room Types Appropriate use New room types
Animal space
FY 12 Space SurveySpecific Issues
Research Support Form F&A Base Year requirement Any room that has been coded as organized research
must be reviewed by the PI assigned to that space Authenticate occupants and activities PI signature required
“Electronic” signature acceptable WebSpace reports acceptable Submit to Keith Van Booven by September 30
FY 12 Space SurveySpecific Issues
Quality Assurance Review Exception reports
Departments/PIs with research space but no funding Departments/PIs with research funding but no space
Comparison of department/PI space coded organized research to department/PI salaries funded by organized research accounts
Research density – organized research salaries & wages per square foot of organized research space
People density – headcount / research nsf
FY 12 Space SurveySpecific Issues
Audit roles Allows reporting access to assigned area DC and Sub DC
Cost sharing/DBBS students Accounts not used as part of final survey Temp IDs
If an individual is in HRMS they are in WebSpace so adding a Temp ID is unnecessary
FY 12 Space SurveySpecific Issues
Room type/function code combinations Renovations – call Facilites (Keith Van Booven or Cheryl
Kilwin) Room types 50, 60, 70 should not be coded as an active
room Do not use unassigned function code (80)
Add room function – not available, call Facilities Remove room function – call Facilities Changes to completed rooms
Redo survey Edit occupants does not automatically change survey Survey dropped if inventory completed again Changes to rooms in cluster call central administrator to
drop survey
FY 12 Space SurveySpecific Issues
Assignee/owner department, responsible party Assignee/owner can be updated in WebSpace, but must be
updated in AI Space to update focus database Responsible party field does not display in WebSpace,
must be updated in AI Space External space
Use function code 92 – external operations Howard Hughes investigators – space used by projects
funded by Howard Hughes, transfer to department H060 Browser “hot” keys Complete survey for all rooms or clusters
FY 12 Space SurveyReporting
WebSpace Reporting Recommended Reports
Space statistics report Survey Summary by PI/PO Survey Results by Department Occupants Identified/Not Identified Accounts Used/Not Used Completed Survey Report
Ad hoc reporting-reports can be developed to meet specific needs
FY 12 Space SurveyReporting
Data Warehouse Implemented for central area Available reports
Room Review Report Space Utilization Report Research Support Form
The future – reporting menu available to department users Possible implementation this year so departments can run research
support form Ad hoc reporting-reports can be developed to meet
specific needs
FY 12 Space SurveyReporting
Focus Reporting Database updated nightly from WebSpace and AI Space Existing information for each room until survey completed
New function code of XX for space that does not have prior year survey data
PI/PO and occupant changes do not update focus until the survey is completed
Room data may not match if changes, i.e. shared rooms PI/PO and responsible party are not the same
WebSpace PI/PO - focus field names resp_fname, resp_lname AI Space responsible party - focus field name respon (field
title-resp party)
FY 12 Space SurveySchedule
Begins April 3 Complete the survey for all rooms or clusters by
June 22 Med School Data Download – July 20
Changes could be requested after this date After the Survey Ends
WebSpace still available for reporting Getting Ready for Next Year
Update occupants – mark as current Update PI/PO’s, and room types
FY 12 Space SurveySchedule
Hands on sessions – register through HRMS Users will have the opportunity to work with their own
data using either the production or training system. Staff will be available to assist with any questions
All sessions will be held in the FLTC Computer Lab (room 602)
Wednesday, April 11, 8:30 to 11:30, Tuesday, April 18, 9:00 to noon Thursday, April 26, 1:30 to 4:30 Wednesday, May 2, 9:00 to noon
User Meeting – register through HRMS Tuesday, May 8, 9:30 to 11:00, Holden Auditorium
Meetings with individual departments
FY 12 Space SurveyResources
Space website - www.space.wustl.edu Department Coordinator manual Quick reference guide WebSpace Training system
https://webspacetrain.wustl.edu Formulated password – birth year (two digit), first
character of last name (lower case), last four digits of social security number
Certificate message – OK to proceed Data will be refreshed from production system periodically
FY 12 Space SurveyContacts
WebSpace Questions – Sharon Tomiser or Chuck Wuensch How to inventory, cluster, or survey space How to attach benefitting rooms to a service room How to functionalize space, what function code to use Reporting Training
Space Planning - Rebecca Waltman How granular does my space need to be How should rooms be split – what space should be
assigned to a PI Junior faculty Lab support rooms
FY 12 Space SurveyContacts
Renovations/Room Type or Assignee Changes - Keith Van Booven or Cheryl Kilwin
System Access/Security - Help Desk
FY 12 Space SurveyContacts
Chuck Wuensch, 935-5713, [email protected]
Sharon Tomiser, 935-5726, [email protected]
Rebecca Waltman, 286-1057, [email protected] Keith Van Booven, 362-8146, [email protected] Cheryl Kilwin, 362-8317, [email protected] Help Desk, 935-5707
FY 12 Space SurveyParting Thoughts
Remember….. The process of assigning functional use percentages to
a room is by its very nature an estimate. The use of any analytical tool to help calculate those percentages does not change the fact that the result is still an estimate. It does not imply a greater degree of precision.