Presented by: Office of Facilities Planning & Management School of Medicine, Stanford University

1. Welcome 2004 Space Certification Training Presented by: Office of Facilities Planning & Management School of Medicine, Stanford University

2. OFP&M Agenda Introductions Reasons for Certification Tim Gadus Office of Facilities Planning & Management Space Certification Training VivianJones Office of Facilities Planning & Management

3. Why is Space Certification Required? Indirect Cost Recovery Over $157,000,000 University-wide SoM Operating Budget Space Cost Component SoM Indirect Cost Recovery Performance Evaluation SoM Utilities, Maintenance & Operating costs >$33,000,000/YR Track SoM Leased Property >$10,000,000/YR Internal and External Audit agencies review iSpace data Tim Gadus Space & Assets Manager Office of Facilities Planning & Management (OFP&M)

4. TIME-LINE for Space Certification Space Certification Training July - August 2004 Start Updating iSpace Room Records Today Deadline for Space Coordinator Updates/Changes September 30, 2004 DFAs Certify Space September 30, 2004 Deadline for Central Office Updates/Changes October 31, 2004 FY 03/04 data is locked September 30, 2004 SoM Space Coordinators must complete all space changes for FY 03/04 by September 30, 2004

5. Space Certification Process Run iSPACE Room Detail Report Print Room Detail Report Walk Space, Make Notes Regarding Changes Update Any Room Records Based On Walk-Through Print Cert Report and Review with DFA (Update iSPACE if Needed) By 9/30/04 Run and Print the Certification Report DFA Must "Sign" Cert Report & Retain for Dept Records DFA Sends Cert e-mail to CMA, Dept Chair, SoM/OFPM Certification e-mails MUST be Received by 09/30/04

6. Update Space as changes occur Insure Dept. iSpace records reflect usage over fiscal year Annual Certification Update Room types Discuss changes w/DFA Update Functional Uses Attend Training for Space Management Maintain Space Documentation Space Coordinator's Responsibilities Space Coordinator’s Responsibilities

7. Review & Sign Certification Report Renovations Staff Changes Funding Changes Room Assignments Review Shared Space DFA’s Space Responsibilities . . . Room

8. Top Things to Look For in 2004 • Faculty Office issues - rooms not entered in iSPACE, multiple offices for one PI, wrong Room Type code used (correct one is 321) • Lab and Lab Support space assigned to SHARED - Primary Individual • No explanation in the Research Explanation field for rooms coded to Functional Use R - Organized Research -- you must have comments in this field. • Functional Use codes not consistent with the funding for the activity in the space • Department common area space should be assigned to the Chair of the Department e.g. Room Type 461, Departmental Library - SOM CHAIR, BIOCHEMISTRY • New space assigned to your department not yet coded to your department in iSPACE • e.g. SoM faculty office space in the Advance Medicine Center not yet coded to SoM • Space occupied but coded to inactive ‘E’

9. What Space Should You Maintain in iSpace? All SoM buildings including owned and leased Any space in SHC and LPCH Buildings occupied by SoM Faculty & Staff All SoM space in University Buildings occupied by SoM Faculty & Staff NOTE: VA Medical Center space is not recorded in iSpace

10. Functional Use Codes Inactive space is that which could be occupied but voluntarily is not for longer than 3 consecutive months. This space should continue to be assigned its normal Room Type Code (e.g., office, lab, classroom) but be functionalized as "E" (Inactive) space. This Space should be coded to Function Code “E”. Departmental Administration occurs in all academic office space (Room Type Codes 300 - 399) and multiple-use rooms (e.g., stockrooms, department lounges) which service or provide support to academic department operations. This space is recognized as administrative or supporting service areas that benefit multiple departmental activities. This Space should be coded to Function Code “A”. Patient Care activities are those associated with the diagnosis and treatment of patients, which are not related to Instruction, Departmental Research or Organized Research. Patient Care is clinical and generally is reimbursed from a health-care provider. This Space should be coded to Function Code “P”. Instruction means the teaching and training activities of an institution. Instruction includes all teaching and training activities whether they are offered for credits toward a degree or certificate or on a non-credit basis, and whether they are offered through regular academic departments or separate divisions. This Space should be coded to Function Code “I”. Departmental research means research, development and scholarly activities that are neither sponsored research nor competitively awarded University Research. This research may be funded by unrestricted operating budget, gift, endorsement, or affiliate funds (i.e., any funds except an externally-funded sponsored grant, contract or cooperative agreement, or internally-funded, University-sponsored project). This Space should be coded to Function Code “L”. Organized Research is research and development activity that is either Sponsored Research funded by a grant, contract or cooperative agreement with federal and/or non-federal sponsors or University Research as defined in Stanford's policy on "Classification of Sponsored, University, and Departmental Research." This Space should be coded to Function Code “R”.

11. Documentation for Organized Research The objective of documentation is to allow an independent person to review a department’s space and to understand the basis for its coding. Documentation is CRITICAL, because the space inventory is subject to federal and other audits. The documentation maintained by each department should be sufficient to allow for this subsequent review. The DCAA maintains that written documentation, including room assignments, use logs, interview notes, is acceptable and preferable. For space used by multiple departments or for multiple functions, and for non-office space coded to Organized Research, documentation should state the following: * Who used the space. * How the space was used, e.g., “Dr. Smith’s NSF grant.” * How the functional coding was determined. * How the Percentage of Use was determined. * The name of the occupant(s) or other person(s) familiar with how the space was used. The federal government specifies time retention requirements. Documents should be retained for three years after the calculated Indirect cost rate is submitted, or until all litigation, claims or audit findings involving the records have been resolved. [A-110, Section 53 9g)]

12. Documentation for Organized Research

13. John C. Boothroyd, PhD and  Harry B. Greenberg, MD Kenneth L. Cox, MD Michael A. Hindery Norman W. Ritz, MD Henry Lowe, MD Julie Parsonnet, MD David K. Stevenson, MD Senior Associate Deans Assign space associated with each Senior Associate Dean to their title not their name.

14. Example: Department Library Dept. Conference Rooms Pantry/Kitchenettes Chair Space

15. Shared Space Using "Shared" as Individual Responsible As the reporting needs for the School of Medicine have changed, we recommend that departments sharing space with other departments specify the name of the Faculty Member responsible for the space.

16. All Faculty names need to be listed in the Primary Individual field. Great example! Shared space with PI names split by percentage. Shared room with multiple PIs listed Shared Space

17. Clark Center The James H. Clark Center is a research building dedicated to interdisciplinary research related to bioscience. The Clark Center will be home for about 600 people, affiliated with three (3) schools, and 25 departments. Many lab groups intermingle to promote interactions and facilitate new projects. As a result, all space changes/updates for the Clark Center are to be sent to Merry Weeks via email to mweeks@stanford.edu and cc’ medspaceinfo@lists.stanford.edu. SoM Departments in the Clark Center: Diagnostic Radiology (XQLC Genetics (WAZC) Medicine/Cardiovascular Medicine Pediatrics/Neonatology (XJME) Radiology Nuclear Medicine (XQPO) Comparative Medicine/Veterinary Services (VYBS) Cardiovascular Medicine (WFPS) SoM/MDRP/Biodesign Program (VDMM) Neurobiology (XBJC) HHMI (ZZSK) Molecular Pharmacology (XAEY) Surgery/Vascular Surgery (XZDG) Biochemistry (XVLW) SoM Health & Safety (VNQI) Structural Biology (XTQA)

18. HHMI • Each year in July, the Howard Hughes Medical Institute conducts their annual space allocation review. Changes in the allocation of space between HHMI and the SoM, including those for the following conditions, must first be approved in writing by HHMI’s Vice President for Biomedical Development, and the appropriate SoM Chair, and the Dean of the SoM: • New HHMI appointments • Conclusion of appointment • Reassignment of an HHMI faculty’s “primary” office, lab, dedicated support • and administrative space • All departments sharing space with HHMI, should schedule a meeting ASAP with HHMI to review any changes for FY 03/04 certification. Please contact John Kennedy (5-7542) to schedule a meeting to discuss the space assignments.

19. Managing Change Room Changes do occur frequently. It is better to make the change when it happens than waiting until certification time. Example: This room changed three times during a four month period.

20. A Space Coordinator has the capability to add additional people to the FYI notification during the course of the year for any room they are updating Submitting Room Changes iSPACE does not have an Authority Routing system like MedSUFED had but does have an FYI notification system Any department associated with a room receives an email notification any time a change is made to the room.

21. 1. Choose time period for current fiscal year 5. Click the Search button 3. Divisions choose Org. Or Dept Code 2. Dept. choose Parent Org. Code 4. Room Status - Choose Open & Deactivation Room Detail Report aka Walking Report Prior to running the Room Detail Report, select “Time Periods for Current Fiscal Year” button, choose your dept. code. Note: “Time Periods for Current Fiscal Year” displays the complete history of all rooms a department has occupied beginning with use as of September 1, 2003

22. 6. Chose Room Detail Report Room Detail Report (Excel) aka Walking Report

23. 7. Delete columns 18, 19, 20 9. Confirm all rooms used in previous time period 8. Set report for landscape printing Room Detail Report (Excel) aka Walking Report

24. Certification Report Click here to choose the Certification Report

25. ISPACE REPORTING The Certification Report is run annually by each department or business unit after all room updates have been made for the most recently closed FY. A copy of the report is printed out and signed by the Business Manager and kept as a record of their Space Certification. Certification Report (PDF)

26. Certification Report Divisions use Org codes Or Dept Code Departments Use Parent Org. Code

27. Certification Report

28. FY 03/04 SoM Space Certification Deadline: • September 30, 2004 • DFAs must send an email by stating their space has been reviewed and certified for FY 03/04 • e-mail to dida@stanford.edu (ORA/CMA) • “cc” must be sent to the Chair of your department • “cc” medspaceinfo@lists.stanford.edu (OFPM/SoM) Sample Email Cert. NOTE: The signed Certification Report needs to be kept in your department Space Book

29. SoM - Facilities Planning & Management Tim Gadus Space and Asset Manager 498-4426 timgadus@stanford ORA/CMA - Space Coding David Ida 725-7565 dida@stanford Contact List for Assistance Room Numbering, Room Measurements, Floor Plans and iSpace Access SoM - Facilities Planning & Management Vivian Jones Facilities Engineer/Coordinator 724-3109 vibrant@Stanford University Space Policies & Guidelines

30. Helpful URLs iSpace www.iSpace.stanford.edu Space Inventory Instructions www.stanford.edu/dept/ORA/gcrs/space.html Office of Facilities Planning & Management www.medfacilities.stanford.edu Stanford Building Search - provides space reports and floor plans (if available) www.maps.stanford.edu/sims/building/building-search.cfm OMB Circular A21 www.stanford.edu/dept/Internal-Audit/ www.whitehouse.gov/omb/circulars/a021/a021.html

31. Thank You !!