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Fall 2014Kathy Dobbs, Controllers DepartmentKelly McCool, Facilities Planning & ManagementSpace Survey Training11AgendaWhy is a space survey necessary?Who is involved in the space survey?What do the functional categories mean?How do I calculate the % of functions?What are the governments concerns?2Why is a space survey necessary?The survey supports the development of the institutions facilities and administrative (indirect) rate proposal.The process of assigning institutional space into federally- defined functional categories is based on the usage of the space.The results are used to calculate the percentage of space that is used to support sponsored organized research (OR), sponsored instruction/training (SP INSTR), and other sponsored activities and public service/extension (OSA).The survey is used to allocate buildings and equipment depreciation, capital interest, and operation and maintenance costs.3Who should be involved with the space survey?Space Coordinators front lineAct as primary department contactGather information on functional usage of the spaceNeed first-hand knowledge of activities in the room or MUST interview occupants/usersBe the key link to the Principal Investigators (PIs)Ensure all departmental accounts/sponsored projects are represented in the surveyEnsure all departmental space is represented in the survey Is any new space missing?Departmental ChairsProvide support for the processKnowledge of activities in the spacePrincipal InvestigatorsKnowledge of activities in the spaceKnowledge of users of the space4The space survey processStart early a space survey done correctly takes time!Review instructions and definitions before startingGather supporting information: eData custom report Salaries for Space Survey, EASE forms, list of faculty, graduate assistants, floor plans, etc. The space survey should try to reflect the activities for all of fiscal year 2015.Space survey opens for departmental entry on September 2, 2014Space survey needs to be submitted on or before October 31, 2014Space survey data reviewed and validated by FP&M by December 31, 2014Space survey data reviewed and validated by Controllers Department by January 31, 20155What space is included?Usable square feet (net assignable), excluding common areas such as hallways, stairwells, restroomsHowever. . . Research equipment housed within circulation space of a suite should be reclassified as assignable square footageSupport rooms Code like the rooms they are supportingAlteration/Renovation/Vacant Areas Do not code with a function unless space will be occupied by June 30, 2015.Make sure ALL new space to be occupied by June 30, 2015 is on your space survey; contact Kelly McCool if it isnt. New space may need to be manually tracked.6Types of spaceSingle function space Supports one functionAssigned 100% to the function; most non-academic administrative offices such as purchasing, payroll, human resources, residence halls, libraries.

Multiple function space Space used in support of more than one function Should be allocated to the individual functions performed in each room on the basis of usable square feet of spaceShould be allocated to benefitting functions on FTE or salaries and wages basis (called jointly used space)7Types of room occupantsVery important to know who actually occupies a room prior to assigning the space to functions, as well as the funding sources for those people. Occupant types can change the room function assignment depending on how they are funded.

FacultyPost docsFaculty emeritusGraduate studentsProfessional researchersUndergraduate studentsResearch assistants and associatesVisiting ProfessorsOthers??8How do I determine the functional percentages for space?Each room should be analyzed and assigned a percentage of use for each of the different functional activities taking place.Identify occupants using room, whether they are paid or notDetermine employees salary attributed to activities taking place in the roomDetermine function associated with each employees salary Use the eData Salaries for Space Survey reportCalculate a percentage for each function in room based on salaries associated with activities

Goal is for SPACE to match the BASE (salaries)9Functional definitionsExtremely important consistent understanding of the definitions among the academic departments and units.

This is organized researchThis is organized research!Agronomy DepartmentChemistry Department10Functional definitionsFor sponsored projects and activities (4xx and 6xx accounts), how do I know what functional category to use? Use the eData Salaries for Space Survey custom report. Each sponsored project account number is assigned a Higher Ed Function Code that defines the functional category of the sponsored project. Note: Each account can only be given one Higher Ed Function Code and the function with the largest percent of project activities is used. Use the custom report listing to identify the functional definition for your sponsored projects.

Remember. . . Space must match base (salaries).11ExampleDr. Z has two projects being conducted in his lab. He spends 10% of his time while in the lab on Project A (the account is coded as organized research) and 20% of his time on Project B (the account is coded as other sponsored activities and public service/extension). Dr. Z also has two grad assistants and they both work 100% of the time on Project A. Dr. Zs salary is $100,000/year and his grad students earn $10,000/year.

Project A salaries Dr. Z=$10,000; Grad Assistants=$20,000Project B salaries Dr. Z=$20,000

Total salaries in the room = $50,000Organized Research = $30,000 or 60%Other Sponsored Activities = $20,000 or 40%12Other considerationsNeed first-hand knowledge of activities in room or MUST interview occupants/users.

Dont make assumptions on space use based on room type research lab is NOT 100% research, faculty office is NOT 100% instruction, etc.

Dont make assumptions based on position description graduate assistant is NOT necessarily Organized Research.13Space survey functions

14Functional definitionsORGANIZED RESEARCH (ORG RES) Research and development activities that are separately budgeted and accounted for. It includes the following: Sponsored Research - Funded by grants and contracts from federal, state, foundation or other external organizations (aka sponsored programs). Required a proposal or other application to obtain funding.University Research - Funded with University funds, which are separately budgeted and accounted for under an internal application for institutional funds.15Functional definitionsSPONSORED INSTRUCTION AND TRAINING (SP INSTR) Specific instructional or training activities funded by grants and contracts from federal, state, foundations or other external organizations (aka sponsored programs). ISU does not have very much sponsored programs activity that meets this functional definition. This category does NOT include sponsored training of individuals in research techniques (commonly called research training) as these activities should be coded as organized research. 16Functional definitionsOTHER SPONSORED ACTIVITIES AND PUBLIC SERVICE/EXTENSION(OSA) Programs and projects funded by grants and contracts from federal, state, foundations or other external organizations (aka sponsored programs). Involves the performance of work other than instruction/training or organized research - Usually includes public service type programs. Major OSA sponsored projects/programs are within the ISU Extension and Outreach Unit but could exist elsewhere.

17Additional required information on space surveySponsor funded activities:Organized ResearchSponsored Instruction and TrainingOther Sponsored Activities and Public Service/Extension

Require completion of these additional fields on the space survey:Principal Investigators# of Graduate StudentsAccount #s These would be the sponsored program account numbers, and the University funded research projects and cost share account numbers18Additional information required for sponsored activities

19Functional definitionsOUTSIDE AGENCIES (OUT AGNCY) Use this function if the space is used by non-University businesses and organizations on a consistent and long-term basis, such as a lease arrangement. This includes space used for Ames Lab projects and Ames Lab activities in ISU academic departments space.Note that if the Outside Agencies function is selected, the user must also identify what kind of agency is using the space (federal, state, local (govt.), non-profit or for-profit).This is NOT the correct function for temporary visiting researchers or non-ISU paid researchers. 20Other functional categoriesInstruction/Departmental Research (INST) Informal university funded research, class space, academic advising, teaching labs, GA/TA office space.Fee for Service Centers (SERV CTR) Service/recharge centers located within academic and research units providing goods to primarily other University departments. Examples would be testing services and copy centers (account numbers start with 202). This does not include: service centers established by auxiliary services (for example, Bookstore would be AUX SER); FP&M (would be O&M); Library (would be LIB); and administrative support for the entire university (for example, Postal and Parcel Services would be UNIV ADMIN). Departmental Administration (DEPT ADMIN) Administrative activities of Deans and Departments that support common or joint objectives related to instruction, research, and other sponsored activities. Support includes administrative duties such as personnel, accounting, IT, budget, etc. General University Administration (UNIV ADMIN) Administrative activities/central support for entire University, such as the Provost, business services, student accounts receivable, human resources, mail services, etc. 21Sponsored Projects Administration (RES SUP) Units primarily established to administer sponsored projects. Activities would include central admin proposal review, contract negotiation, sponsored accounting and compliance.Student Services Administration (STU SER) Activities related to the administration of student affairs and services to students. This would include dean of students, admissions/registrars, counseling and placement services, and student group advisors.Auxiliary Services (AUX SER) Athletics, University Bookstore, ISU Center, Memorial Union, Parking System, Reiman Gardens, Department of Residence, ISU Dining, Student Health Center, and Recreational Services.Library (LIB) Activities that directly support the operations of the central library system. Other functional categories22Other Institutional Activities (OIA) Includes non-sponsor funded extension activities. Also includes service/recharge centers for primarily external customers. This is the catch-all for activities that dont fit anywhere else. Operation and Maintenance (O & M) Includes activities that operate, maintain, preserve and protect the universitys facilities. Includes space assigned to janitorial services, mechanical uses, public safety, risk management, grounds care, utilities, FP&M management, central stores, environmental health & safety, etc.

Other functional categories23Post survey checks & other considerationsDo analysis to determine if total organized research space is reasonable Dept salary % vs. Dept space %Review all areas coded as 100% ORG RES, SP INSTR, or OSAIf class work done in space (grad student offices/desks, work on thesis) or used for class presentations/teaching, then space cant be 100% ORG RES.ORG RES, SP INSTR, or OSA space but no sponsored awards or sponsored salaries.Space should NEVER be coded the same (80%/20% splits) for all research labs.Consider coding faculty office space like 100% of time is spent based on effort/time. Possibly use effort reporting (EASE) form?Non-ISU paid/visiting researchers should be factored into ORG RES percentage; may need to impute unpaid salary amount24Government concernsRooms should be surveyed by individual with knowledge of its use.Space coordinator attended appropriate training. Survey should reflect usage for entire fiscal year.Space matches base (salaries).Visiting professors and emeritus faculty are not ORG RES unless funded from ORG RES projects.Seed money and department funded research are not ORG RES.Pay special attention to GRAs, students in the space, how they are funded, and how much time they spend in the room.Desks for GRAs in research labs determine what activities they are doing at those desks.Documentation available that supports functional percentages.

25QuestionsFor questions related to space survey functions and percentages, contact Kathy Dobbs 294-6653 or kadobbs@iastate.edu.

For questions related to space survey access or mechanics, contact Kelly McCool, 231-1968 or kmccool@iastate.edu.

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