Presented by: Office of Facilities Planning & Management

1. Welcome 2012 SoM Space Certification Veterans Training Presented by: Office of Facilities Planning & Management

2. AGENDA Did you sign in? Introductions Certification Impacts - Tim Gadus OFP&M Space Certification Training - Tim Gadus OFP&M Functional UseCoding and Why - David Ida ORA/CMA Certification Timeline - Tim Gadus OFP&M http://medfacilities.stanford.edu/space/SpaceCertification.htm 1

3. Campus for Innovation & Technology 9,971 rooms 1,516,141 nasf 2,501,443 gsf 81 Buildings 27 Departments 8 Institutes & Centers 39 Deans Admin & Service Centers SUMC 2

4. What Space Do You Maintain in iSpace? All SoM owned and leased buildings updating both SoM and Hospital occupants Any space in University, SHC and LPCH owned and leased buildings, occupied by SoM Faculty & staff Note: Update your Clark Center rooms for Functional Use and Research Explanation, not % of rooms or PIs. If you have questions, contact Tim Gadus

5. Why is Space Certification Required? Indirect Cost Recovery $268M SoM Modified Total Direct Costs (MTDC) $125M SoM IDCR $27M SoM Recovered Space Costs SoM Utilities, Maintenance & Operating costs $73,000,000 Track SoM Leased Property > $20,737,000 > 600,000 gsf Inter Entity Lease Agreement > SHC, LPCH and SoM $7,970,000 SoM Operating Budget Space Cost Component Internal and External Audit agencies review iSpace data CIRM Funding $210,000,000 68 Grants

6. Why is Space Certification Required?

7. Inter Entity Lease Agreement - SHC, LPCH and SoM Any space in SHC and LPCH buildings occupied by SoM Faculty & Staff 6

8. SoM Space Policies • Space Coordinators and DFAs attend annual training • All DFAs will receive the iSpace Notification emails • Departments may not loan space to non-SoM organizations • Departments must notify OFPM before any Interdepartmental space loans • Room updates must be made in accordance with the following deadlines • within 2 weeks after a renovation is completed • within 2 weeks after new space is assigned • within 2 weeks after a space loan is agreed to • within 4 weeks after moving into a new building

9. Space Coordinators and DFAs • Talk about changes • Space Training – iSpace and Certification • Annual Certification > review the report • Maintain Space Binder Fiscal Year information (4 years signed Certification Reports, Lab rosters, etc) • Research Funding • Discuss space loans with OFPM

10. What Needs Improvement from 2011 • SHC staff in SoM space should be coded to Hospitals • SoM staff spaces should be functionally coded • Update faculty locations in a timely manner • Add DETAILED Space loan terms in Comments • Use faculty names not SHARED for Primary Individual • Most Room Type changes happen only with a renovation • Review office Room Types e.g. 313 - Office Professional Staff • Add Clinician Educators to pick list when they’re hired • Review all rooms on Certification Report • Include org code/s and department name in Certification email

11. What Went Right in 2011 • All SoM Departments certified on time • 9,811 changes made to 3,893 rooms • Lokey Building occupied and rooms all coded

12. Key Questions ? New clinician faculty assignments ? New funding ? Do you have new faculty and/or staff ? Have you verified all your faculty and staff in Hospital buildings ? Have you verified and coded any SHC staff in your space ? Have the Space Coordinator and DFA discussed the changes ? Did you review the Certification Report 11

13. Space Certification Process Run and print Fiscal Year Room Detail report in iSpace for your Org Code and the current Fiscal Year Walk your space and make notes regarding changes Update room records in iSpace, based on walk-through Print Certification Report and review with DFA Update based on DFA review and re-print Certification Report DFA signs Certification Report and sends e-mail to CMA, Department Chair, and SoM/OFPM 12

14. S Student Administration & Services R Organized Research L Departmental Research P Patient Care X Temporarily Unassignable N Auxiliaries, Hospital & Non-Stanford Entities FUNCTIONAL USE CODES Departmental Administration A C Other Institutional Activities E Inactive Instruction I Q Sponsored Projects Administration F Specialized Service Facility - only VSC G General & Administrative - only University Administration M Operation & Maintenance U University Libraries D Dormitories and Housing & Dining Services

15. FUNCTIONAL USE CODES 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 should be coded to Function Code “R” Clinical Trials are Organized Research 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 should be coded to Function Code “P”. Clinic or SHC work done by Faculty or University employees in your academic department space is coded P - Patient Care. Clinical Trials are Organized Research 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 should be coded to Function Code “L”

16. To Do List for 2012 - Documenting Organized Research Make Functional Use consistent with the funding for the research in the room

17. Reassign Lab and Lab Support space assigned to SHARED - code to actual faculty To Do List for 2012 - Do NOT code Space to SHARED 17 Buildings 363 Rooms 45,000nasf Up from 30,000nasf in FY11 49 different Room Types Up from 40 in FY11 19 Research Labs 32 Org Codes

18. ADDING OCCUPANTS - Entering Occupant Data in iSpace Click here to enter Occupant Names in a list format

19. Maps has list and location ADDING OCCUPANTS - Entering Occupant Data in iSpace https://maps-secure.stanford.edu/sims/fims/occupants/info.cfm

20. Reportmart > Occupants, Benches, Awards 19

21. 3. Choose Time Period for Current Fiscal Year 1. Choose Org Code 2. Choose Open and Deactivated 4. Click the “Search” button FY Room Detail Report aka Walking Report Note: Time Period for Current Fiscal Year displays the complete history of all rooms a department has occupied.

22. After You Certified Your Space If you receive iSpace e-mail notifications regarding your room assignments, be certain to: Read the iSpace e-mail Click on the room link in the e-mail to view the room in iSpace Ensure your assignment was not changed by the department that made changes to the room If the changes did effect your assignment and they are correct, re-run the Certification Report Have the DFA sign and date the new report Dispose of old Certification Report Place the new copy in your FY 2011 Space Inventory file. DFAs must send the certification emails to the following before 10/7/10: dida@Stanford.edu - CMA cc: Department Chair cc: medspaceinfo@lists.stanford.edu - SoM/OFPM

23. Submitting Room Changes A Space Coordinator has the capability to add additional people to the FYI notification for any room they are updating. Any department associated with a room receives an email notification any time a change is made to the room. 22

25. iSpace should reflect how the space was used over the 12 months of the fiscal year (Sept 1 thru Aug 31) - the ‘composite’ functional use for the year. NOT how the space is being used at the time of the inventory. Changes in use or a period of inactivity must be reflected in iSpace in separate time periods for the room Multi-function use throughout the course of the year is reflected by percentage of use for each appropriate function code. Total of %’s for the Function Codes must equal 100%. Methods of determining coding: Interview with the most knowledgeable person (PI). Interview of the room’s occupant(s). General knowledge of the activities performed in the room. Use Logs Analysis of Revenue (for Service Centers or labs that charge for use). Report only functional activity levels that are measurable and supportable. Research Functional Coding(SII page 16) Dave Ida - Cost & Management Analysis June 2012 Space Inventory Training 24

26. Space functional coding is based on the activities in the room. The funding of the activities may help determine the coding, however… The room coding should NOT be based solely on the source of the SALARIES of the occupants of the room. Example of research lab: A room is determined to be a Research Lab (Room Type Code 251) used 100% for Dr. Smith’s NIH-funded research. The sole occupant of the lab is a Research Assistant (RA) who receives part of his salary from a fellowship and the remainder from the NIH-funded grant. Per discussions with Dr. Smith and the RA, it is determined that while in the lab the RA’s level of effort is 100% Organized Research. In this case, the occupant’s salary funding is NOT an accurate reflection of this room’s activity and, the functional coding of this room should be 100% Function Code “R”. Research Functional Coding(SII page 16) Dave Ida - Cost & Management Analysis June 2012 Space Inventory Training 25

27. Example of a lab with 2 sources of funding: A lab is used for research and is funded 80% by an external sponsor and 20% by the department operating budget. If the operating budget portion supports the sponsored research activities: 1. during the active sponsored funding period, the room should be coded 100% to OR. 2. before or after the active sponsored funding period (except for cost overruns), the room is coded 100% to DR. If the operating budget portion does not support the sponsored research (it is for activities that are unrelated to any sponsored projects), the room could be coded 80% to OR and 20% to DR depending on activities according to PI. Estimated level of effort may not be the same as the funding levels, use the activity estimates. Research Functional Coding Dave Ida - Cost & Management Analysis June 2012 Space Inventory Training 26

28. Research Functional Coding Example of looking at the activities in the room: A laboratory room is used for a sponsored research project. Is the room 100% OR?....At first glance, yes. However…looking at little further… The Principal Investigator (PI), a technician, and two Research Assistants occupy the room. The PI also teaches, but the PI’s presence in the lab is to perform the research, not to grade papers, which the PI commonly does in the office. The RAs and technician are present to perform research for the PI. So far, so good… However, in this case, the RAs are also TAs and use the lab desk space for their class-related teaching activities. Any non-research activity, if it occurs, should also be reported by function in the room coding. Thus a portion of the room should to be coded to Instruction, if measurable, even though the funding of the room is all through the sponsored project. As always, the use of space should occur with regularity rather than sporadically in order to estimate a reportable percentage of use. Dave Ida - Cost & Management Analysis June 2012 Space Inventory Training 27

29. Organized ResearchFunction Code ‘R’ ORGANIZED RESEARCH is space used in two major categories of activity (SII page 21): 1) Sponsored Research: Government and Non-Government grants and contracts Also includes Research Participation Agreements (RPA’s) and Research Training Grant activity 2) University Research: University funds for individual projects that are specific accounts Also includes cost sharing and OTL funded research This is directed research with a defined work statement and formal report. Space in support of OR for administrative activities performed by researchers (reports) and others (e.g. accounting) should be coded to OR. Dave Ida - Cost & Management Analysis June 2012 Space Inventory Training 28

30. Departmental Research Function Code ‘L’ WE MUST CHECK FOR THE FOLLOWING: (Especially if the PI has other non-sponsored PTAs in their name.) On-going independent research unrelated to any sponsored or university research activities (SII page 20). Uses department funds that can come from outside source (e.g. unrestricted gift funds) but is NOT separately budgeted and accounted for. Research done with ‘seed monies’ provided by a school or dept to initiate research that may later become funded (for new PI). Departmental funds provided to carry on research while in-between active sponsored projects or grants. DR is NOT to be confused with Cost Sharing: Committed cost sharing or Voluntary Uncommitted Cost Sharing Dave Ida - Cost & Management Analysis June 2012 Space Inventory Training 29

31. Organized Research Documentation The objective of documentation is to allow an independent person to review a department’s space and understand the basis for coding space to organized research. Documentation is critical, because the space inventory is subject to Government audit, as well as internal audit. What we want to know: Who was responsible for the space (e.g. PI or Lab tech) How the space was used (e.g. “Dr. Smith’s NSF Grant - TWBAA”) How the functional coding was determined How the percentage of use was determined (e.g. time, # of benches) The name(s) of the occupant(s) of the space The name of the person familiar with how the space was used. Dave Ida - Cost & Management Analysis June 2012 Space Inventory Training 30

32. We have two alternatives for OR documentation for all Non-Office Space (e.g. labs, service rooms, specialty rooms). Enter detailed info in the “Research Explanation” field in iSpace or… Refer to other documentation - OR Doc Forms, sponsored project lists, other existing data. COPIES MUST BE SUBMITTED TO CMA BY SEPT 30, 2012. See SII Appendix C. Use existing documents to support coding whenever possible: room assignment rosters room sign up logs graduate and research associate appointment sheets Copies must be made and kept with the OR Doc Forms. I will provide each department with a FY12 Sponsored Projects List Excel file of all sponsored projects accounts by PI with expenditure data. Organized Research Documentation Dave Ida - Cost & Management Analysis June 2012 Space Inventory Training 31

33. OR vs DR Accounts Sometimes the only distinction between OR and DR activities is the source of the funding for the research project. The best way to differentiate is to look at the Award Number: Sponsored Awards are PAAAA to WZZZZ. Other Awards are AAAAA to NZZZZ, XAAAA to ZZZZZ. List at http://fingate.stanford.edu/staff/resources/job_aids.html Select Account Structure: Stanford’s Chart of Accounts Then select the Award Range Table If you have Oracle access, you can also look at the TASK SERVICE TYPE attribute field: OR is “SPONSORED_RESEARCH”, “UNIVERSITY_RESEARCH” DR IS “INSTRUCTION_AND_DEPT_RSCH” Dave Ida - Cost & Management Analysis June 2012 Space Inventory Training 32

34. Special Situations Proposal Writing is NOT research: for a grant or contract is coded to Dept Admin (DA) - Function ‘A’ for a gift is coded to Other Institutional Activities (OIA) - Function ‘C’ Visiting Scholars and Emeritus Faculty space Visiting scholars with their own funding are coded to OIA Emeritus faculty not working are coded to OIA However, if working, code to appropriate function Coding Academic Service Centers (see SII page 37) Functional coding is determined by a revenue study Fundraising activities are coded to OIA Dave Ida - Cost & Management Analysis June 2012 Space Inventory Training 33

35. FY 2011 SoM Space Certification Deadline: • September 30, 2012 • DFAs must send an email before October 7th stating your space has been reviewed and certified for FY 2012 • 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: I certify that I have reviewed the Space Certification report for XXXX, Department XYZ, and verify that the occupancy and use of the space is correct to the best of my knowledge. NOTE: The signed Certification Report must be kept in your Department Space Binder 4 years

36. OFPM Web Site 35

37. Contact List for Assistance Room Numbering, Room Measurements, Floor Plans and iSpace Access • SoM - Facilities Planning & Management • Joslyn Gray • 725-8922 jpgray@stanford.edu • SoM - Facilities Planning & Management • Tim Gadus • 498-4426 timgadus@stanford University Space Policies & Guidelines • ORA/CMA - Space Coding • David Ida • 725-7565 dida@stanford

38. Helpful URLs iSpace iSpace.stanford.edu Space Inventory Instructions stanford.edu/dept/ORA/gcrs/space.html Office of Facilities Planning & Management medfacilities.stanford.edu Space Certification Information medfacilities.stanford.edu/space/SpaceCertification.htm Award Range Table http://fingate.stanford.edu/staff/resources/job_aids.html#id=account > then select Award Range Table link Space Occupant Link https://maps-secure.stanford.edu/sims/fims/occupants/info.cfm Stanford Building Search 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

39. QUESTIONS ??? Please complete the Space Certification Training Survey https://med.stanford.edu/survey/spacecerttraining2008/