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Research Focus IT integration of Facilities and Funds Data. Open Discussion Tom Higerd and Robert Gorlitsky, MUSC Office of Institutional Research, Clemson. Why Research?. We are viewed by peers based on level of RESEARCH DOLLARS (almost exclusively)

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research focus it integration of facilities and funds data
Research FocusIT integration of Facilities and Funds Data

Open Discussion

Tom Higerd and Robert Gorlitsky, MUSC

Office of Institutional Research, Clemson

Clemson University

why research
Why Research?
  • We are viewed by peers based on level of RESEARCH DOLLARS (almost exclusively)
  • More sponsored research funds are available than ever before, BUT we have no excess lab capacity
    • research space is expensive to construct
    • has a single, often specialized focus difficult to convert
    • requires extensive planning / construction time
  • HENCE, the rate limiting factor in attracting / developing research faculty is “space”, specifically RESEARCH SPACE
  • Focus is on effective utilization of research laboratories

Clemson University

outline of presentation
Outline of Presentation
  • MUSC
    • Current IT Principles
    • Space database, Grants database, & Their Integration
      • Live Demonstration
      • Past, Current and Future Utility
    • Faculty Database (ex.: merging of disparate databases)
  • Clemson
    • Space Administration & Maintenance System (SAMS)
    • Anticipated Direction(s)
  • Development of a Consortium(multiple research institutions)
    • Information Exchange, Benchmarking, Unified Definitions

Clemson University

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 (i.e., data integrity)

Reference: IBM article

  • Single system password

Clemson University

aspects to consider of a research culture
Aspects to Consider of a Research Culture
  • Infrastructure changes
    • IT process replacing current paper process
    • Increased compliance and regulatory issues
    • Pre- and post-award accounting must meet YOUR needs
  • Expectation of research faculty
    • Lab entitlements
    • Lab technician entitlements
    • Graduate student entitlement
    • Value of indirect costs and (state) salary release
    • Value of PI vs. CoPI awardee
    • Investigators arise from new hires or existing faculty

Clemson University

other important aspects to consider
Other Important Aspects to Consider
  • Central administration must demand accountability (labs)
    • Principles applied uniformly across campus
    • Signal evident from every view
    • Accept assignment as change agents
    • Design reliable validation methodology
  • Planned enforcement of policy
    • (Assuming chair-centric culture, chairs ultimately make decision)
    • Design open information system to maximize peer pressure
  • Continue to focus on the most important issue - laboratories
    • Important to capture type of labs (wet, dry, specialty, other)
    • Align award / expenditure dollars with lab type

Clemson University

aspects to consider of a research culture1
Aspects to Consider of a Research Culture
  • Infrastructure changes
    • IT process replacing current paper process
    • Increased compliance and regulatory issues
    • Pre- and post-award accounting must meet YOUR needs
  • Expectation of research faculty
    • Lab entitlements
    • Lab technician entitlements
    • Graduate student entitlement
    • Value of indirect costs and (state) salary release
    • Value of PI vs. CoPI awardee

Clemson University

outline of presentation1
Outline of Presentation
  • MUSC
    • Current IT Principles
    • Space database

Clemson University

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-through
    • 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 or on an “as needed” basis
    • Employed off-the-shelf, standards-based database programs

Clemson University

slide10

Space Database Demo

Clemson University

outline of presentation2
Outline of Presentation
  • MUSC
    • Current IT Principles
    • Space database, Grants database

Clemson University

slide16

Grants Database Demo

Clemson University

outline of presentation3
Outline of Presentation
  • MUSC
    • Current IT Principles
    • Space database, Grants database, & Their Integration

Clemson University

outline of presentation4
Outline of Presentation
  • MUSC
    • Current IT Principles
    • Space database, Grants database, & Their Integration
      • Live Demonstration
      • Past, Current and Future Utility

Clemson University

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

Clemson University

slide22

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.)

Clemson University

slide23

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

Clemson University

slide24

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

Clemson University

slide25

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

Clemson University

slide27

$ 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:

Clemson University

utility of this information system
Utility of this Information System
  • Originally, used as a hammer to “free-up” labs
  • Became a tool to assess department’s request for additional lab space
  • Information source for:
    • establishing certain university standards
    • supporting requests to Boards for capital research expenditures
    • supporting requests for renovation in select grants
    • informal comparative information of other institutions

Clemson University

outline of presentation5
Outline of Presentation
  • MUSC
    • Current IT Principles
    • Space database, Grants database, & Their Integration
      • Live Demonstration
      • Past, Current and Future Utility
    • Faculty Database (ex.: emerging of disparate databases)

Clemson University

slide30

Example of a system demonstrating:

Single authoritative source

Multiple data sources

Single view

The Provost Faculty System

Clemson University

outline of presentation6
Outline of Presentation
  • MUSC
    • Current IT Principles
    • Space database, Grants database, & Their Integration
      • Live Demonstration
      • Past, Current and Future Utility
    • Faculty Database (ex.: merging of disparate databases)
  • Clemson
    • Space Administration & Maintenance System (SAMS)
    • Anticipated Direction(s)

Clemson University

sams space administration management system
SAMS: Space Administration & Management System

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

Why SAMS? Because of…

  • Increased pressure for research space as University exceeds $100 million mark
  • Anecdotal reports of “hidden” and under-utilized research space
  • Recognition that only through research will Clemson’s national reputation grow
  • Pressure with budget cuts to assess indirect costs & their flow-through to productive facilities

Clemson University

what we ve accomplished
What we’ve accomplished…
  • Introduced the system to Deans, finance officers, college reps, systems leaders
  • Ensured accurate space assessment for 19 research buildings (indirect cost audit)
  • The CUBS unit created a report to pull research expenditures for any period of a fiscal year
  • Shared SAMS with other system leaders on campus – PSA, Environmental Safety, Facilities

Clemson University

innovation challenges
Innovation & Challenges:

This is the first time that the available pieces of information are being brought together and it presents some challenges:

  • Working with Sponsored Programs to assess creation of accurate link between investigator’s proportion on award and proportion on expenditures
  • Tracking PSA funds down to the individual
  • Changing the culture so that space is not “deeded in perpetuity”
  • Changing the culture so that changes to occupant are made by someone outside of OIR

Clemson University

report prototype
Report Prototype:
  • Single department example – horticulture
  • Roll up to department award summary
  • We can then summarize to the college and University level
  • We need to ensure that we are answering the questions you have, given how you want to use this

Clemson University

assistance with planning
Assistance with Planning:
  • Example: Computer Science
  • One of the areas targeted for growth
  • Anticipate move into McAdams, and subsequent / concurrent expansion of McAdams.
  • Planned growth of both tenure-track faculty and graduate students
  • Therefore…. What are the facilities required to successfully expand a department?
  • What kind of space? Small classrooms, grad students
  • Specialty rooms? Servers, computer labs, electric
  • Maintenance costs? Assessment of current meters
  • How will growth in awards help pay for the department’s growth?

Clemson University

decisions to be made
Decisions to be Made:
  • What priority will be placed on effective assignment of lab space?
  • Will decision-making rest with the Department Chair? If so, how are Chairs going to be held accountable?
  • What level of detail do you need on departments?
  • Do you want expenditures down to the person, proportional to the amount on the award?
  • Should only research requiring a lab be considered in “per square foot” calculation?
  • How should this information be integrated with FAS and other evaluation tools?

Clemson University

outline of presentation7
Outline of Presentation
  • MUSC
    • Current IT Principles
    • Space database, Grants database, & Their Integration
      • Live Demonstration
      • Past, Current and Future Utility
    • Faculty Database (ex.: merging of disparate databases)
  • Clemson
    • Space Administration & Maintenance System (SAMS)
    • Anticipated Direction(s)
  • Development of a Consortium(multiple research institutions)
    • Information Exchange, Benchmarking, Unified Definitions

Clemson University