fy 12 space survey purpose

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


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


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


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


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)


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


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)


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


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


Specialized service facilities/recharge centers Core facilities

Grant funding Recharge center Program income


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


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


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


% time in room 1.0 FTE x 50% time in room = .50 0.5 FTE x 100% time in room = .50 Cumulative Time %


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


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


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


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.


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


Centers in the BJC Institute of Health building and elsewhere


Room Types Appropriate use New room types

Animal space


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


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


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


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


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


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


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

http://www.space.wustl.edu/

https://webspacetrain.wustl.edu/

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


Renovations/Room Type or Assignee Changes - Keith Van Booven or Cheryl Kilwin

System Access/Security - Help Desk


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

mailto:[email protected]




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.

fy 12 space survey purpose

Documents

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