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FY 11 Space Survey

FY 11 Space Survey. Purpose The Survey Process WebSpace Specific Issues Reporting Schedule Resources/Contacts. FY 11 Space Survey Purpose. Determine room usage for F&A proposal to the federal government FY 11 is not a base year, FY 12 will be our next base year

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FY 11 Space Survey

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  1. FY 11 Space Survey • Purpose • The Survey Process • WebSpace • Specific Issues • Reporting • Schedule • Resources/Contacts

  2. FY 11 Space SurveyPurpose • Determine room usage for F&A proposal to the federal government • FY 11 is not a base year, FY 12 will be our next base year • 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)

  3. FY 11 Space SurveyPurpose • Other uses • The space inventory is used for internal cost allocations, including rent/clinical space charges & other facilities charges • Space planning, both internal & external • Survey data is used in the preparation of the University’s financial statements & by the Medical School for management reporting

  4. FY 11 Space SurveyThe Survey Process – Basic Considerations • Verify accuracy of the space inventory • Contact Sue Ugalde 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

  5. FY 11 Space SurveyThe Survey Process – Types of Rooms • Support rooms • Conference rooms • Instructional space • Animal facilities • Specialized service facilities/recharge centers • Lab space - wet labs/dry labs

  6. FY 11 Space SurveyThe Survey Process – Types of Rooms • Support rooms • Average functional use of the rooms supported • New Service Room feature in WebSpace • Conference rooms • Code as joint use • Offices • Code as joint use • Instructional space • Classrooms & class labs are normally coded 100% instruction

  7. FY 11 Space SurveyThe Survey Process – Types of Rooms • Animal facilities • HHS policy issued November 15, 1999 • Division of Comparative Medicine (DCM) will determine if the space is specialized service facility (SSF) or should be coded by the department • Should not be classified as SSF if housing animals involved in research and if the animals are generally not removed from the animal facility to conduct the research • Does not matter if the animals stay in the animal rooms or are moved between animal rooms and procedure rooms within the animal facility

  8. FY 11 Space SurveyThe Survey Process – Types of Rooms • Specialized service facilities/recharge centers > $250K • Mark room as recharge – new WebSpace feature • Recharge centers included in the University’s disclosure stmt NTS Software Licensing Mouse Genetics Core Facility Biochemistry Stockroom Genechip Core Missouri Family Registry/TSPR Proteomics Tissue Culture Support DNA Sequencing Molecular Biology Stockroom Computer Support Group Medpics/Medical Illustration Small Animal MR Radioactive Waste Disposal MicroPetFacility Microarray Facility Center of Genome Science CCIR • Recharge centers < $250K/core facilities • If federally funded code as organized research (82) • Otherwise code as recharge center (85)

  9. FY 11 Space SurveyWeb Space • Home Page – release 6.0 DC Manual, pg 12 • Edit Room – release 6.0 DC Manual, pg 35 • Inventory – release 6.0 DC Manual, pg 31 • Service Room – release 6.0 DC Manual, pg 55 • Survey – release 6.0 DC Manual, pg 60 • Recharge Room – release 6.0 DC Manual, pg 68 • Clustering – release 6.0 DC Manual, pg 50 • Assignment – release 6.0 DC Manual, pg 18

  10. FY 11 Space SurveyWebSpace • Web browser • Mozilla Firefox • Internet Explorer 7 • Internet Explorer 6

  11. FY 11 Space SurveyWebSpace • Internet Explorer settings – Tools, Internet Options

  12. FY 11 Space SurveyWeb Space Changes • New Home Page • View rooms option • Auto Complete Feature • View Occupants Pop Up • New Filter Options – Attribute 1 and 2 • Print Form – includes occupants • Pass Through Feature • Proceed button to go directly to next step (from inventory to cluster or survey, from cluster to survey)

  13. FY 11 Space SurveyWeb Space Changes • Simplified Cluster Process • No duplicate names allowed – recommend including department number in name • Service Rooms • Survey based on weighted average of benefitting rooms, updated as those rooms are surveyed • Optional process • Defined by Room Type – non class lab service (255), glass wash (256), warm room (257), cold room (258), clean room (260) • Additional menu option allows for the designation of benefitting rooms • Split rooms allowed • Manual override allowed

  14. FY 11 Space SurveyWeb Space Changes • Recharge Center Rooms • Specialized service facilities/recharge centers > $250K • Mark as recharge center on edit room screen • Survey based on billing information, extracted from accounting system records • Room should be split if other activities in the room • Rooms cannot be clustered • Billing information loaded as of May 31 • User will need to survey rooms after June 3

  15. FY 11 Space SurveySpecific Issues • % time in room • 1.0 FTE x 50% time in room = .50 • 0.5 FTE x 100% time in room = .50 • Cumulative Time % • Room type/function code combinations • Vacant space – 25% threshold, use • Renovations – call space coordinator • Room types 50, 60, 70 should not be coded as an active room • Do not use unassigned function code (80) • Add room function – not available, call space coordinator • Remove room function – call space coordinator

  16. FY 11 Space SurveySpecific Issues • Animal space • External space • Use function code 92 – external operations • Changes to completed rooms • Redo survey • Edit occupants does not automatically change survey • Survey dropped if inventory completed again • Changes to rooms in cluster call central administrator to drop survey

  17. FY 11 Space SurveySpecific Issues • Audit roles • Allows reporting access to assigned area • DC and Sub DC • Sub functions for inactive space (93) • Not in use or under renovation • Assignee/owner department, responsible party • Assignee/owner can be updated in WebSpace, but must be updated in AI Space to update focus database • Responsible party field does not display in WebSpace, must be updated in AI Space • Browser “hot” keys • Complete survey for all rooms or clusters

  18. FY 11 Space SurveyReporting • WebSpace Reporting • Recommended Reports • Space statistics report • Survey Summary by PI/PO • Survey Results by Department • Occupants Identified/Not Identified • Accounts Used/Not Used • Completed Survey Report • Data Warehouse • Implemented for central area • The future – reporting menu available to department users • Ad hoc reporting-reports can be developed to meet specific needs

  19. FY 11 Space SurveyReporting • WebSpace Reporting – release 6.0 DC Manual, pg 72

  20. FY 11 Space SurveyReporting • WebSpace Reporting – release 6.0 DC Manual, pg 72

  21. FY 11 Space SurveyReporting • Focus Reporting • Database updated nightly from WebSpace and AI Space • Existing information for each room until survey completed • New function code of XX for space that does not have prior year survey data • PI/PO and occupant changes do not update focus until the survey is completed • Room data may not match if changes, i.e. shared rooms • PI/PO and responsible party are not the same • WebSpace PI/PO - focus field names resp_fname, resp_lname • AI Space responsible party - focus field name respon (field title-respparty)

  22. FY 11 Space SurveySchedule • Started April 2 • Complete the survey for all rooms or clusters by June 30 • Hands on sessions – register through HRMS • Wednesday, April 13, 8:30 to 11:30, Becker Library 601B • Thursday, April 14, 9 to noon, West Campus Room 382 • Wednesday, April 20, 9 to noon, Becker Library 601B • After the Survey Ends • WebSpace still available for reporting • Getting Ready for Next Year • Update occupants – mark as current • Update PI/PO’s, and room types

  23. FY 11 Space SurveyResources • Space website - www.space.wustl.edu • Department Coordinator manual • WebSpace Training system • https://webspacetrain.wustl.edu • Formulated password – birth year (two digit), first character of last name (lower case), last four digits of social security number • Certificate message – OK to proceed • Data will be refreshed from production system periodically

  24. FY 11 Space SurveyContacts • Chuck Wuensch, 935-5713, charles_wuensch@wustl.edu • Sharon Tomiser, 935-5726, sharon_tomiser@wustl.edu • Sue Ugalde, 935-5650, susan_ugalde@wustl.edu • Keith VanBooven, 362-8146, vanboovk@wusm.wustl.edu • Help Desk, 935-5707

  25. FY 11 Space SurveyParting Thoughts • Remember….. • The process of assigning functional use percentages to a room is by its very nature an estimate. The use of any analytical tool to help calculate those percentages does not change the fact that the result is still an estimate. It does not imply a greater degree of precision.

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