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Integrated IT Approach for Incorporating Facilities Data. An Open Discussion Facilitators: Tom Higerd Robert Gorlitsky. MUSC’s IT Organization. MUSC Pertinent “Family” Profile First medical college in the South ~12,500 “employees” ~1, 200 FT & 75 PT Faculty

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integrated it approach for incorporating facilities data
Integrated IT Approach for IncorporatingFacilities Data

An Open Discussion

Facilitators:

Tom Higerd

Robert Gorlitsky

musc s it organization
MUSC’s IT Organization

MUSC Pertinent “Family” Profile

First medical college in the South

~12,500 “employees”

~1, 200 FT & 75 PT Faculty

6 Colleges - ~2,400 students & ~600 post-doctoral trainees

~$ 970 M Annual Budget

~$ 140 M in Sponsored Research

123 Buildings, ~4.6 M SF, ~2.6 M ASF, ~16.700 Rooms

IT Group

CCIT managed by Quovadx

Center for Computing and Information Technology

~$ 12 M Contract with ~150 IT personnel

Infrastructure to …… to Electronic Medical Records

IT-Lab (~7 individuals) serve as contemporary problem solvers

Dr. Starmer’s “skunks”

IT Coordinators (~35 varying IT skills residing in academic units)

IT Infrastructure

Very good infrastructure, multiple platform, best-of-breed SW

title integrated it approach for incorporating facilities data
Title: Integrated IT Approach for Incorporating Facilities Data

General Outline of Discussion

Non-centralized system for maintaining space data

  • Distributed (data input and review at appropriate level)
  • Web-based (platform independent)
  • Interactive (on-line editing)

Relationship between PI assigned space and award $

Open discussion focused on best practices in using facilities inventory for planning purposes, for accountability, etc.

adopted it principles at musc
Adopted IT Principles at MUSC
  • All information systems must be accessible via the Web
  • Data must be portable (data must not be proprietary)
    • Data should be independent of software
  • Prototyping problem solving strategies focused by user
    • 80/20 rule to go live
  • Defined IT maturation stages (scale-up, robustness, security, etc.)
  • Priority is on usability and accessibility
  • Clients define policy and priority issues
  • Data ownership (data integrity)
      • Ref: article: IBM (http://conferences.oreilly.com/java/news/phipps_0300.html)
  • Single system password
space inventory issues
Space Inventory Issues

Facilities information contained in two databases

  • University (Physical Plant) facilities Database
    • Maintained for generating external reports (physical attributes)
    • Updated annually following walk-throughs
    • Contains limited information for management decisions
    • Not user friendly for data entry or report writing
  • Academic Facilities database (born in College of Medicine)
    • Used for planning and internal management action (functional attributes)
    • Periodic updating on an “as needed” basis
    • Employed off-the-shelf, standards-based database programs
slide7

Nature of Space Inquiry

  • Three Ways to Search the Data:
  • Department
  • Room Number
  • Faculty Name

Login Prompt

Room Number

Department

Faculty Name

Search criteria can also be combined to show the total inventory and handle cases where a single faculty member is a member of multiple departments.

All Rooms

(specific details)

fields in academic facilities database
Fields in Academic Facilities Database

• Building Name • On Loan From

• Building Number • Room Descriptor

• Room number (e.g. BS106) • Faculty Assigned

• Area (Net Square Feet; NSF) • Faculty Rank

• Administrative Unit (e.g. College of Medicine) • Contact Person

• Centers/Institute Name (e.g. Cancer Center) • Last Updated

• Department (e.g. Pediatrics) • Open Comments

• Division (e.g. Pediatric Cardiology)

authentication scheme
Authentication Scheme

Space Database

(Web)

Space Database

(Master)

slide11

Web Interface

  • Data is viewed and edited via the Web Interface
  • At the end of each month, the Web Space Database is compared with the Master Space Database via the Review Database.
  • The Review Database updates the “Review Date” Field and synchronizes the two databases.

Web Space Database

Master Space Database

Review Database

facilities inventory college of medicine
Facilities Inventory - College of Medicine

Focused primarily on assigned research space

  • 14,259 rooms
  • 4,945,033 gross ft2
  • 117 buildings

Space Assigned to College of Medicine

University Database

  • 3315 rooms
  • 602,506 net ft2
  • 39 buildings
slide13

Space Assigned to the College of Medicine

(as of 11/15/99)

Rooms are classified based on their functional use from a list of 53 descriptors (e.g. Faculty Office, Research Lab Support, Research Dark Room

  • Of the college-wide assigned space (602,506 ft2):
    • 50% Faculty offices plus administrative space
    • 34% Research (or 215,637 ft2)
    • 6% Under Renovation
    • 10% Miscellaneous (investigator-assigned animal facilities, dept. teaching rooms, assorted clinical areas, etc.)
slide14

College of MedicineResearch Funding and Lab Space(Continued)

Of the 215,637 ft2 dedicated to research:

173,986 ft2(or 81%) are labs assigned to individual researchers

41,651 ft2 (or 19%) are research support space not assigned to individual researchers (e.g. cold rooms, shared equipment rooms, dark rooms)

Of the 173,986 ft2 of labs assigned to individual researchers:

6,239 ft2 of labs are listed as vacant (undergoing renovations, holding for recruitment of new faculty, etc.)

Leaving 167,747 ft2 lab space currently assigned to individual researchers

slide15

College of MedicineResearch Funding and Lab Space(Continued)

The 167,747 ft2 of lab space is assigned to 187 researchers

The average lab assigned to a researcher is 897 ft2

In addition, there is an additional 223 ft2(on average) of common support space available to each researcher

slide16

Linking Space Data to Awards

Awards Database

Space Database

Name

$$$

Sq. Feet

144

85

122

50

130

130

John

Jane

Jim

Jerry

Jenny

Jes

350

255

214

210

2,095

177

slide17

$ 42,391,070 in Total Awards

$ 32,294,546 of Direct Costs

$ 10,096,525 of Indirect Costs

or $ 253/ft2

or $ 193/ft2

or $ 60/ft2

Total Awards:

Direct Costs:

Indirect Costs:

$ 316/ft2

$ 241/ft2

$ 75/ft2

College of MedicineResearch Funding and Lab Space(Continued)

The awards that require the 167,747 ft2laboratory space total

Under the best and realistic scenario, only ~80% of researchers are funded at any moment (due to unfunded periods between grants, recruitment of junior faculty without funding, etc.).

Recomputed, the funding per ft2 becomes:

slide18

Business Manager’s Role

  • Has access to ALL information
    • Entry ID Name and date/time recorded
  • Can change information in selected fields
    • Changes made on Web is immediate
      • Silently authenticated
  • Responsible for updating
    • Notified of downloading date for report
    • Confirmed with annual walk-through
space administration maintenance system sams
Space Administration & Maintenance System (SAMS)

III. Research Expenditures

I. SPACE

IV. Facilities Metrics & Plans

II. Active Employees

what is the problem
What is the Problem?

Upcoming challenges – academic plan, federal indirect cost audit, retirements, & budget cuts – lead us into new territory regarding what we need to know about space.

Solution? Adoption & modification of MUSC’s system allows us a head start on improved access to information – not just data.

to facilitate decision making
To facilitate decision making…
  • Data Management – accuracy & planning
  • Analysis – needs assessment & utilization; too often done in isolation
  • Institutional Context – fit with University goals; standards & guidelines
  • Executive Decisions – better decisions made with better information; common understanding
  • Institutional Actions – lower costs & improved focus; no duplication of effort
goal of the system
Goal of the System:

To improve knowledge related to and therefore your management of University utilized space

Through…

  • Availability of accurate information
  • Ease of data changes
  • Usefulness of reports to you and your staff
the pilot program
The Pilot Program:
  • Includes 19 buildings being used in the upcoming federal indirect cost audit
  • Initial focus is on research space
  • Information will be up and available for you to use by July 15
  • Budget center UFAC representatives will serve as initial points of contact; we will then work individually with colleges
the integrated system
The Integrated System:

Research

Expenditures

SPACE

Active

Employees

Facilities Metrics

& Plans

slide26
SPACE
  • IR maintains a facilities file of every room on campus
  • Used for reporting to CHE and other internal requests
  • This is the foundation of the system and will be our initial focus. Accurate information is essential.
  • Missing piece has been people in space.
using empl id we will link with
Using Empl-ID, we will link with…

Active Employees

  • Frozen file each semester saves an array of information on almost every employee
  • Will enable link to all employee information for other requests
  • Control of space is what is important
  • Challenge will be at the start of each semester with new hires – ensuring they are in the database
with empl id project we will link with
With Empl-ID & Project #, we will link with…

Research Expenditures

  • Choice of going with awards or expenditures – request was for expend.
  • Challenge is creating new path linking specific person with expenses based on proportion of grant award.
  • This is the toughest piece to build – first report due January 2003 to Board
using building number merge with
Using Building Number, merge with…

Facilities Metrics & Plans

  • In collaboration with Facilities, incorporate utility & maintenance costs to facilitate planning & budgeting
  • Current plans will be given to UFAC representatives to assist them with edits
  • This is the last piece – the initial report is not planned until Summer 2003.
how can this help you
How can this help you?
  • With immediate access via the web to all space information on campus, you can make effective decisions more easily
  • Using the research expenditures, you will be have another measure of productivity at your fingertips.
  • Finally, with cost metrics, you’ll be able to improve capital planning & renovations
so what s your role
So…what’s your role?
  • Initially, UFAC representatives will be responsible for putting correct people in space.
  • When appropriate, also edit room USE & room FUNCTION.
  • Deans & Directors will be held accountable for utilization of space through reports to V.P.’s
where do we go from here
Where do we go from here?
  • IR will work to enter research space & person information on 19 pilot buildings
  • We will meet with UFAC reps to go over what we find & ensure the system works to your satisfaction
  • IR will collaborate with sponsored programs & CUBS unit for research piece
  • Add remaining bldgs. within 6 months
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