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New User TrainingSpace Survey 2014
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SPACE
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Purpose The Survey Process WebSpace Specific Issues Reporting Schedule Resources/Contacts
Space Survey – 2014Overview
3
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) The information used for
Rent calculations Clinical Space Charge Space Co-op
Productivity & utilization metrics MTDC ($s) / NASF (department & investigator) NASF / headcount (department & investigator)
Financial statement allocations Back up data for emergency planning Determine room usage for F&A proposal to the federal government – next base year is FY 16 Medicare cost reporting (BJC)
Space Survey – 2014Purpose
4
Space productivity & utilization metric example
Space Survey – 2014Purpose
5
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
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
Space Survey – 2014Basic Considerations
6
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 Documentation
Facilitates the review process-how & why a room was coded Management of time & effort
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
Space Survey – 2014Basic Considerations
7
Verify accuracy of the space inventory 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
Space Survey – 2014Basic Considerations
8
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
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
Space Survey – 2014Survey Process – Lab Space
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Support rooms Average functional use of the rooms supported Service Room feature in WebSpace
Conference rooms Code as joint use
Offices Code according to the specific functional use of the room Identify occupants, funding sources, and activities in the room
Instructional space Classrooms & class labs are normally coded 100% instruction
Space Survey – 2014Survey Process – Other Rooms
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Roles Department Coordinator (DC) Sub Department Coordinator (Sub DC) Inventory Coordinator (IC) Surveyor Audit DC – reporting only Audit Sub DC – reporting only
Space Survey – 2014WebSpace
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Inventory PI/PO (Principal Investigator/Principal Occupant) Occupants Edit Room
Survey Reporting Clustering Rooms Service Rooms
Space Survey – 2014WebSpace
Space Survey – 2014Reporting
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WebSpace Reporting
Space Survey – 2014Reporting
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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 – 2014Reporting
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Space Datamart (VERSA/RAPS) Reporting
Space Survey – 2014Reporting
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Space Datamart (VERSA/RAPS) Reporting Current Space/Inventory Only Folder
IDC Function Reports Folder
Space Survey – 2014Reporting
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Space Datamart (VERSA/RAPS) Reporting Multiple Year Reports folder
Occupant Reports folder
Space Survey – 2014Reporting
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Space Datamart (VERSA/RAPS) Reporting WebFocus Reports folder
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 – 2014Split Rooms
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Splitting / Un-splitting a room Rooms can be un-split only during the inventory process in WebSpace If any of the splits on a room have been surveyed, the survey(s) must be
dropped for the entire room in order to un-split. Complete room splits by May 16 Contact Keith VanBooven or Carrie Slama for assistance
Space Survey – 2014Split Rooms
What Space Belongs to a PI: Office Space
Faculty Office Administrative Office/Workstations Staff/ Student / Computational workstations
Lab Space Wet Lab Space:
Multiple labs / Multiple occupants / Multiple activities Dry Lab Space
% of Service Rooms (research common rooms) - split by Dept / PI based on equipment or headcount or usage
Tissue Culture Room Cold Room Dark Room Glass Washing Room Equipment Room Microscope Room Other Lab Service Rooms
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Note: Do not include conference rooms, collaborative spaces or break rooms unless assigned 100% to an individual investigator
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 Microscope260 - 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 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
23
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.
% Time (in room) 1.0 FTE x 50% time in room = .50 0.5 FTE x 100% time in room = .50 Cumulative Time % % Time does not automatically equal % of payroll - do not automatically
use copy function
25
“Assignee” Department/”Occupant” Department A room can be ASSIGNED to only ONE department or unit
The assignments have loosened over the years and should be checked and cleaned up. If space is ASSIGNED to one department but OCCUPIED by another, it may be prudent to implement a memo of understanding (MOU) to document the loan terms, discuss with your business manager.
Spreadsheet distributed with assignee department and occupant department information
VERSA/RAPS report – Building – By Room – Occupant Dept & Assignee Dept A room can be OCCUPIED by MULTIPLE departments and investigators
If the room is in the laboratory setting (room type 200 series) and shared by multiple investigators, split the room according to the investigator usage
If a portion of the split is unoccupied/unused for the entire year, assign this split to the unit business manager and identify as inactive (IDC 93) and check the End of Year status box (EOY) as ‘N’ if anticipated as inactive for next FY.
Space Survey – 2014Specific Issues
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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 This information is used:
For the HEADCOUNT data included in the annual bench research analysis To load occupants for the 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
27
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) Split the room if the occupant’s activities in that room are from multiple
funding sources and those funding sources are from either different department, different PI or associated with a recharge center Split by department Split by PI – using funding source of occupants Split recharge center space by % of use
Space Survey – 2014Specific Issues
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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.
Space Survey – 2014Specific Issues
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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 in FY 15 Do not split rooms for space inactive for part of the year If the space is expected to be inactive in FY 15, place an ‘N’ in the EOY
status field. EOY status flag on the edit screen
Default is Y
Space Survey – 2014Schedule
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Room Splits & Room Inventory - complete by Friday, May 16 Survey - complete by Monday, June 16 Central Review and Department clean up - complete by mid
July Final data for financial reports and space analysis – late July Hands on sessions
Thursday, April 17 Tuesday, April 29 Thursday, May 15
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Research areas (Dry & Wet) / MAIN FOCUS – Investigator Lab Suite (dedicated & % of shared rooms) Occupants (retrospective FY & point in time June 30th, 2014) Funding Sources tied to rooms or Lab Suite IDC % as appropriate to activities
Clinical areas – Renewed Effort to provide backup information for Emergency Preparedness PO (manager for space) Occupants (identify if their permanent/only home is in the clinical
area) Academic/Administrative areas – Renewed Effort to provide
backup information for Emergency Preparedness & Space Planning PO (manager for space) Occupants
Space Survey – 2014Workload Planning
Space Survey – 2014Contact Information
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Rebecca Waltman, 286-1057, [email protected] Keith Van Booven, 362-8146, [email protected] Carrie Slama, 935-5726, [email protected] Chuck Wuensch, 935-5713, [email protected]
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 Lab
Room# 06600PI – SmithRoom#
06600^01A/B
Occupants
PI – JonesRoom#
06600^02C/D
Occupants
PI – BlackRom#
06600^03E/F
Occupants
PI – WhiteRoom#
06600^04G/H
Occupants
250 – Wet Lab
Room# 06601PI – SmithRoom#
06601^01Occupant
JD
PI – JonesRoom#
06601^02 Occupant
JD
250 – Wet Lab
Room# 06602
PI – JonesRoom# 06602C/D/K
Occupants
250 - Wet Lab
Room# 06603PI – SmithRoom# 06603A/B/L
Occupants
255 - Lab Service Room# 6600A
PI – SmithRoom#
06600A^01
PI – JonesRoom#
06600A^02
PI – BlackRoom#
06600A^03
PI – WhiteRoom#
06600A^04
256 - Glass WashingRoom# 6625
PI – SmithRoom#
06625^01
PI – JonesRoom#
06625^02
330 – Faculty Office
Room# 6612
PI - Smith
330 – Faculty Office
Room# 6615
PI - Jones
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 space34
Space Survey – 2014
Appendix A: Service Rooms
PI – Smith
Research Space
250- Wet Lab
Room# 06600^01
250 – Wet Lab
Room# 06601^01
250 – Wet Lab
Room# 06603
330 – Faculty Office
Room# 06612 255 – Lab
ServiceRoom#
06600A^01
256 – Glass Wash
Room# 06625^01
35
Space Survey – 2014
Appendix A: Service Rooms
PI – Jones
Research Space
250- Wet Lab
Room# 06600^02
250 – Wet Lab
Room# 06601^02
20 – Wet Lab
Room# 06602
330 – Faculty Office
Room# 6615 255 – Lab
ServiceRoom#
06600A^02
256 – Glass Wash
Room# 06625^02
36
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.
37
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
38
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.
39
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.
40
Space Survey – 2014
Appendix A: Service Rooms - Assigning Step 4: Assigning Benefiting Rooms to Service Rooms after
inventory completed1. 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
Room41
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 Lab42
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
43
Space Survey – 2014
Appendix A: Service Rooms
Room# 06620^01 Service Room; 257 – Warm RoomRoom# 06619 Benefiting Room; 250 – Non Class
Wet Lab
44
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
45
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
46
Space Survey – 2014
Appendix B: Survey Process
47
Occupant #1 has his own fundingIf all activities were taking place in this room, split by PI
Space Survey – 2014
Appendix B: Survey Process
48
Space Survey – 2014
Appendix B: Survey Process
49
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
50
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
51
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
52
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
PI Faculty Office Space could be split in the following manner:
53
Space Survey – 2014
Appendix B: PI Activity – Complicated Example
1. For the time spent on federally funded research, the portion of the time working on the grant in the office should be Organized Research IDC 82
2. If there is any time spent on activities associated with a federally sponsored clinical trial, this portion of time should be identified as Other Sponsored Projects IDC 83. The note on the Finance Website that refers to this coding can be found at http://aladdin.wustl.edu/medadmin/fis/finance.nsf
3. The portion of the time writing grants should be identified as Department Admin IDC 89
4. For the time spent on industry sponsored trials, all portions of the activity should be identified as Clinical, IDC 95
5. For the time spent coordinating and following up on clinical activity in the Emergency Department, the time should be identified as Clinical, IDC 95
6. The portion of the time spent coordinating training and educational activities of students should be identified as Instruction, IDC 96
7. The portion of the time spent on their own training grant activities or K Awards should be identified as Org Rsch, IDC 82
8. The portion of the time spent on various other administrative functions for the Department should be Department Admin, IDC 89
9. The portion of the time spent on Hospital Administrative activities should be identified as Independent Operations, External, IDC 92
Space Survey – 2014
Appendix C: Recharge Center list
54
Specialized service facilities/recharge centers Specialized service facilities
Recharge Centers over $250KCyclotron DCM
Biochemistry Stockroom MedpicsBlue Arc Metabolomics CoreResearch Testing Core Facility MicroPet FacilityCenter for Biomedical Informative Support Molecular Biology StockroomTransgenic Core Facility Mouse Genetics Core FacilityCCIR MR FacilityComputer Support Group Pathogen DiscoverDNA Sequencing ProteomicsFlow Cytometry & Fluorescence Activated Cell Sort Sm Animal MR Rechg CtrGTAC T.S.P.RMedical School Machine Shop Tissue Procurement Core
Space Survey – 2014 Appendix C: Recharge Center list
55
Specialized service facilities/recharge centers Recharge Centers under $250K
2 Photon Core Immunohistology LabABI RPTPCR Freezer Medical School Electric ShopAnimal Models Core Hope Center Microbiology Glassware FacilityBiologic Therapy Core Facility Microbiology Imaging FacilityCADR Recharge Center Microbiology Media PrepCardio Imaging & Clin Research Core Lab Microbiology Service / Maint - ShopCenter of Genome Science Cluster Rechg CTR Microbiology StockroomCenter of Genome Science Sequencing Rechg CTR MO Flo Cell Sorting CoreCIDER Services Molecular Biology Core Hope Center RCCCore Facility - Human Genetics Molecular Genetics Core LabDNA Polymerase Facility Molecular Pathology LabDNA/ RNA Purification Core Hope Center RC Mouse Phenotype CoreEarhart Research Activities Neuroimaging Core Hope Center RCCElectron Microscopy Services PCR Freezer FundEM Cost Center Pediatric Research Freezer FundEmbryonic Stem Cell Core Skeletal Imaging & Phenotyping - Skip CoreGenechip Core Skeletal Imaging & Phenotyping - Skip CoreHamlet Core Special Project LabHistology Lab Tissue Culture Support CenterHistology Service Center Transgenic Vectors Core Hope Center RCCHTS Robotics Core Wubios - ComputingHybridoma Facility Pathology
Space Survey – 2014 Appendix D: Sources
56
Room Type codes: http://space.wustl.edu/defs.html
IDC codes: http://space.wustl.edu/costcodes.html
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