2 New and Updated Room Types Reporting Auto Complete Clustering Service rooms SSF / Recharge Centers Specific Issues Schedule/Contacts

PowerPoint Presentation

SPACEDanforth TrainingSPACE Survey 2015

1SPACE Survey 2015Overview2New and Updated Room Types

Reporting

Auto Complete

Clustering

Service rooms

SSF / Recharge Centers

Specific Issues

Schedule/Contacts2SPACE Survey 2015New / Updated Room Types3New/Updated FY2015 Room Types

Non Class Dry Lab Service vs. Non Class Wet Lab ServiceDry Lab Services benefit dry labsWet Lab Services benefit wet labs

RAPS ReportSpace Reports > Space User Queries > Current Space/Inventory Only>Current Space of Reporting Unit 255 Room Type

255 Non-Class Wet Lab Service 253 Non Class Dry Lab Service648 Lactation Room885 Clinic Service Corridor3SPACE Survey 2015Reporting4RAPS Room Type Report Current Space of Reporting Unit 255 Room Type

4SPACE Survey 2015Reporting5Space Datamart (RAPS/VERSA) Reporting

DCs and SubDCs in FY12 were given access

New DCs and SubDCs, and any other WebSpace user (Inventory Coordinator, Surveyor, Audit) must request access using the RAPS security form.

DCs and SubDCs do not have to specify departments when they submit the form, they are given access based on their WebSpace departments

Other WebSpace users must specify the department when they submit the form, as do others that are not WebSpace users

Department on the request form means the WebSpace department or sub department.

Request form available in WebSpace Training Documents and Space Utilization website http://space.wustl.edu/SiteCollectionDocuments/Space%20Security%20Authorization.pdf

RAPS log on: https://cognosprod1.wustl.edu/ibmcognos/cgi-bin/cognos.cgi

5SPACE Survey 2015Auto Complete6Only rooms with occupants

Complete inventory update occupants and other information as needed

Survey automatically completed when inventory completedFunctional percentages based on payroll distribution of occupantsAll funding sources usedAll occupants calculated at 100% time in room

Option to redo survey if needed

6SPACE Survey 2015Clusters7Clustering Rooms

Treat multiple rooms as one room

Must have only one PI for each cluster

Do not include recharge center space in a cluster

Please contact Carrie Slama prior to clustering rooms

7SPACE Survey 2015Service Rooms8WebSpace will automatically calculate the survey percentage of a service room by applying a weighted average to all benefiting rooms that have been surveyed. Do not include inactive rooms!Service Rooms are those rooms that provide support or service to other regular rooms (benefiting room)Rooms will be noted with in WebSpace These room types are designated as service rooms

253 Non-Class Dry Lab Service *260 Clean Room254 Dark Room315 Office Service255 Non-Class Wet Lab Service*325 Admin Office Service256 Glass Wash335 Faculty Office Service257 Warm Room345 Office Service Corridor258 Cold Room355 Conference Room Service259 Electron Microscope8SPACE Survey 2015Service Rooms9Benefiting Rooms are those rooms that benefit or use the services of a service room

Examples250 Non Class Wet Lab251 Non Class Dry Lab252 Non Class Electronic Data Processing Laboratory270 BSL3 Laboratory271 BSL3 Laboratory

You can attach additional benefiting rooms to service room at any time and the survey for the service room will be updated. You can remove benefiting rooms at any time and the survey for the service room will be updatedIDC 93 Inactive space will need to be removed from all service roomsIf recharge center rooms benefit service rooms then the service room should be split accordingly and marked with RService room functionality will not be applicable Service room should be surveyed as a recharge charge center room function code 85Inactive Space can not benefit a room, split any inactive portion out and code 100% inactive for that spaceContact Carrie Slama for assistance with adding or removing rooms

9SPACE Survey 2015Service Rooms10Split Service Rooms by Department / PIService rooms should be split by Dept or PI based on their % of usage in the roomFor example 2 departments / PI Share the Glass Washing Room on the floor, room should be split 2 waysService rooms should be split by PI on their % of usage of the roomService rooms should be split by recharge % and marked as a recharge center if they benefit recharge center spacePI/PO for each split should be identifiedFor example 2 PI share the Glass Washing Room on the floor, room should be split 2 ways

Occupants are not necessary in Service rooms

Do not include service rooms in clustersA cluster can be a benefiting room for a service room

10SPACE Survey 2015SSF/Recharge Center11Specialized service facilities / recharge centers

Mark room as recharge on edit screen during inventory process

Payroll funds will be assigned function code 85

Rooms will need to be split if the recharge center /SSF activity is not the only activity in the room or if there are multiple recharge centers in the room

The business manager or center manager should be assigned as PI/PO, not a faculty member

Survey will be based on billing data Cost Analysis will complete the survey

DO NOT include recharge centers with any cluster

Examples of recharge centers included in appendix C

Animal facilities

Space used by departments that is not SSF space will NOT be assigned to the departments

Will be split by PI but not department

Departments will NOT be responsible for inventory or survey of any animal space

Survey will be based on billing data11SPACE Survey 2015Specific Issues12Assignee Department / Occupant Department

A room can be ASSIGNED to only one department or unitThe assignments have loosened over the years and should be checked and cleaned up. If space is ASSIGNED to one department but OCCUPIED by another, it may be prudent to implement a memo of understanding (MOU) to document the loan terms, discuss with your business managerThere is a report you can pull with assignee department and occupant department informationRAPS/VERSA Report Building By Room Occupant Dept & Assignee Dept Contact Sue Ugalde to assign a new department.

A room can be OCCUPIED by Multiple departments and investigatorsIf the room is in the laboratory setting (room type 200 series) and shared by multiple investigators, split the room according to the investigator usage12SPACE Survey 2015Specific Issues13FTESource is the FTE in HRMSAdjusted FTEs.If the FTE is 0 in HRMS and the individual was paid, an adjusted FTE will be calculatedThe FTE will be adjusted for any employee that did not work the entire year using the start and/or end date to calculate an adjusted FTEUnpaid Occupants:Occupant with 0 FTE & No payroll in HRMS will now have 1.0 FTE with 84 No Account FunctionAnyone with a WUSTL key will be in HRMS and their name will be available in WebSpace. This would include visiting professorsPlease do not add Temp IDs, they will generate an error report and be returned to the department for correctionsTemp IDs available for selectionVisiting Students use TEMP1025, TEMP1027, or TEMP1028Contact Carrie Slama for additional TEMP IDs

SPACE Survey 2015Specific Issues14Current occupant flag in WebSpace

The default is

Uncheck the box if the occupant is not using the space at the end of the yearThis information is used:For the HEADCOUNT data included in the annual bench research analysisTo load occupants for the FY16 space survey Occupants are not required for all roomsRooms that are not used as permanent work areas (exam rooms, classrooms, etc)Conference rooms / LoungeCommon Support / Service Rooms (ie: Glass Wash/Dark Room)

14SPACE Survey 2015Schedule15New user training anyone? Please contact us!

Survey complete by Tuesday, June 30

Final data for financial reports and space analysis late July

Hands on sessions in FLTC Room 602. Save the Date! Thursday, May 7thCost Analysis will be present to provide assistance with the WebSpace system and answer questionsWe recommend that users walk all of their space before attending the hands on sessions.Bring the following items to the sessions:Floor Plans/ Long form / Short formPI/PO of roomOccupant and Activities associated with space15SPACE Survey 2015Contact Information16Sue Ugalde, 935.5650, [email protected] Slama, 935.5726. [email protected] Wuensch, 935.5713, [email protected]

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SPACE Survey 2015Appendix

17Appendix A Service Rooms

Appendix B Survey Instructions

Appendix C Recharge Center List

Appendix D SourcesRoom Types Codes: http://space.wustl.edu/Pages/Room-Type-Code-Definitions.aspx IDC codes: http://space.wustl.edu/Pages/Indirect-Cost-Codes.aspx

17SPACE Survey 2015Appendix A: Service Rooms

18SERVICE ROOMSInventory and Attached Room to the appropriate Benefiting RoomBENEFITING ROOMSInventory / Survey**Lab Space can only be clustered if the same occupants and same funding activity is occurring in all the space. No Recharge activity can be included in clusters




21Step 1: Service Rooms should be inventoried in the same manner as any other room.If multiple PIs use the service room, the room should be split by PINo occupants are required for a Service Room, however, you can certainly add them if you wish.


22Step 2: Inventory must be complete for any benefiting room(s) prior to assigning these rooms to a service room.In the example below, the inventory is complete on the 250 Wet Lab & the 257 Warm Room. Also, the warm room is a split room by PI/PO

22SPACE Survey 2015Appendix A: Service Rooms - Access

23Step 3: Accessing Service Rooms & assigning the benefiting roomsOnly the DC & Sub DC roles will have access to assign the benefiting rooms to a service room. If you only have the Inventory / Surveyor role you will need to contact your Sub DC for your department.

23SPACE Survey 2015Appendix A: Service Rooms Assigning

24The Service Room (room# 6620) has been split by PI. Only select the PI split you wish to attach the benefiting rooms (Lab Space) to.Inactive space can not benefit a service room.

Step 4: Assigning Benefiting Rooms to Service Rooms after inventory completedClick on the Service Module on the left side of the Home Page of WebSpace. A list of Service rooms will appear. Select the service room or rooms you will be assigning benefiting rooms; click proceed.


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Step 4: Assigning Benefiting Rooms to Service Rooms after inventory completed

Select RoomA list of benefiting rooms will appear. Select the benefiting rooms you wish to attached to the service roomRoom# 6619 (250-Non Class Wet Lab) was selected as a Benefiting Room. Note, the PI listed is Sharon Tomiser, which is the same as the Service Room Room# 6620^01


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Step 4: Assigning Benefiting Rooms to Service Rooms after inventory completed

The #1 listed under the Service Column is the number of benefiting rooms attached to the service room.The Benefiting Room is Room# 06619 Non Class Wet LabThe Service Rooms Room# 6611^01 & 6620^01 will automatically be surveyed when the benefiting room(s) survey is completed. Note, the survey status is now complete


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Room# 06611^01 Service Room; 255 Non Class Lab ServiceRoom# 06619 Benefiting Room; 250 Non Class Wet Lab


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Room# 06620^01 Service Room; 257 Warm RoomRoom# 06619 Benefiting Room; 250 Non Class Wet Lab28SPACE Survey 2015Appendix A: Service Rooms

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Do I have to use the service room feature of attaching a benefiting room?It is highly recommended that you use the Service Room feature in WebSpace.Accuracy of the survey.Do not attach service room space that was inactive for the entire year. Rooms surveyed as a 93 should not be attached to service rooms. By not using this feature, the system will direct the user straight to the Survey Screen, where functionality can be specified, bypassing the payroll process. If the room is surveyed with the functionality of Organized Research, you will be required to enter the Organized Research account(s) associated with the service room

29SPACE Survey 2015Appendix B: Survey Process

30The survey process is specific for each room and involves the following steps:Step#1: Viewing payroll distribution for each occupant & identifying which accounts/projects are taking place in each room


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Occupant #1 has his own fundingIf all activities were taking place in this room, split by PI31SPACE Survey 2015Appendix B: Survey Process

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33Step#2: Specifying the % of time each occupant expends in each room on each activity during the fiscal yearWhat do we know about Occupant #1?Multiple payroll sourcing from 3 different PIsPayroll associated with Principal #1 is only 3%


34Principal #1 only spent 10% of his time in this room working on organized research activities, even though 66% of the pay is on organized research sources. The remaining time spent on organized research activities could be going on in an office or another lab.


35The FTE in this room is .77The occupants of this space are not in this particular room 100% of their time. Their organized research work is done in various other rooms.


36Step#3: Updating Survey with the functional percentage that represent the use of the room for the fiscal year.Functional use percentages must reflect the specific activities performed in each roomArbitrary percentages, such as averages or repeating percentages, are not acceptableRooms coded at 100% OR should be walked and confirmed by the PI. Auditors have the right to walk the space to determine functionality. If a student is ever in a research lab the functionalization needs to be adjusted accordingly.

This room will be surveyed at 100% OR36SPACE Survey 2015Appendix B: PI Activity Complicated Example

37PI Faculty Office Space could be split in the following manner:

For the time spent on federally funded research, the portion of the time working on the grant in the office should be Organized Research IDC 82If there is any time spent on activities associated with a federally sponsored clinical trial, this portion of time should be identified as Other Sponsored Projects IDC 83. The note on the Finance Website that refers to this coding can be found at https://finance.wusm.wustl.edu/Finance/Distribution%20and%20Use%20of%20Residual%20Funds.aspx The portion of the time writing grants should be identified as Department Admin IDC 89For the time spent on industry sponsored trials, all portions of the activity should be identified as Clinical, IDC 95For the time spent coordinating and following up on clinical activity in the Emergency Department, the time should be identified as Clinical, IDC 95The portion of the time spent coordinating training and educational activities of students should be identified as Instruction, IDC 96The portion of the time spent on their own training grant activities or K Awards should be identified as Org Rsch, IDC 82The portion of the time spent on various other administrative functions for the Department should be Department Admin, IDC 89The portion of the time spent on Hospital Administrative activities should be identified as Independent Operations, External, IDC 92

37SPACE Survey 2015Appendix B: Examples of PI Activity

38Scenario 1:Building: 00004 - BJCIHRoom: 06600 Non Class Wet LabScenario: One roomOne department 4 different PIEach Occupant is unique to each PIHow to inventory / survey the spaceRoom is split 4 ways by PI

If PI spends time in space, PI should be an occupant along with other occupant.

% of time spent in room should be determined for each occupant.

Only those funds associated with that PI should be taken into consideration when selecting payroll activity of occupant for that split. These funds are the supporting activity in the selected room.

The system displays all accounts from which an occupant was paid, chose only supporting activity fund.

Room# 06600^01Room# 06600^02Room# 06600^03Room# 06600^0438SPACE Survey 2015Appendix B: Examples of PI Activity

39Inventory / Survey Space: Room must be split by PI Each split would only represent the space associated with that PI and the fund supporting the activity. Occupant payroll source selected should only be that which is the activity associated with that space/split.Scenario 2: # of Rooms = 1 # of Department = 1 # of PI = 2 # of Occupants = 1 # of Funding Sources = 2 Room# 06601^01Room# 06601^02Notice: Same Department39SPACE Survey 2015Appendix B: Examples of PI Activity

40Inventory / Survey Space: Room must be split by PI Each split would only represent the space associated with that PI and the fund supporting the activity. Occupant payroll source selected should only be that which is the activity associated with that space/split.Scenario 3: # of Rooms = 1 # of Department = 2 or more # of PI = 2 # of Occupants = 1 # of Funding Sources = 2 Room# 06601^01Room# 06601^02Notice: Different Departments40SPACE Survey 2015Appendix C: Recharge Center Listing

41Medical School Specialized service facilities/recharge centers Specialized service facilitiesRecharge Centers over $250K

CyclotronDCMBiochemistry StockroomMouse Genetics Core FacilityCCIRMR FacilityCGS Sequencing RechargePathogen DiscoverComputer Support GroupProteomics CoreDNA SequencingFlow Cytometry & Fuorescence Activated Cell SortFACS FacilityResearch Testing Core FacilityGTACTissue Procurement CoreMetabolomics CoreTransgenic Mouse CenterMolecular Biology Stockroom41SPACE Survey 2015Appendix C: Recharge Center Listing

42Medical School Specialized service facilities/recharge centers Recharge Centers under $250K

2 Photon CoreERG FacilityMolecular Biology Core Hope CenterABI RTPCR FreezerGenome Engineering CenterMolecular Genetics Core LabAnimal Models Core Hope CenterGTACMolecular Pathology LabBakewell Hamlet CoreMorphology Core FacilityBiologic Therapy Core FacilityHistology LabMouse Phenotype CoreBiostatistics Consulting Histology Service CenterMR Skyra & GradientBlue ArcHistology ServicesNeuroimaging Core Hope CenterCADR Recharge CenterHTS Robotics CorePCR Freezer FundCardio Imaging & Clin Research Core LabHybridoma Facility PathologyPeptide Synthesis CoreCCIRImmunohistology LabSiteman Cancer Center ConsultingCGS Cluster RechargeIP Stem Cell CenterSkeletal Imaging & Phenotyping CoreChemical Genetics CoreK12 - ICTSSmall Animal MR FacilityCIDER Services KodakSpecial Projects LabConfocal Imaging FacilityKTRCT.S.P.R. Recharge CenterConfocal MicroscopyMicrobiology Glassware FacilityTransgenic Vectors Core Hope CenterDNA Polymerase FacilityMicrobiology Imaging FacilityWUBIOS - Computing Res.DNA/RNA Purification Core Hope CenterMicrobiology Media Prep FacilityWUBIOS Computing Facility/adminDSG Computing ClusterMicrobiology Service/maint - ShopZebrafish FacilityElectron Microscopy ServicesMicrobiology StockroomEM Cost CenterMicroscopyEmbryonic Stem Cell CoreMolecular Biology Core Facility

42SPACE Survey 2015Appendix C: Recharge Center Listing

43Danforth Recharge Centers Recharge Centers over $250K

Recharge Centers under $250K

NASA - Goddard RechargeRadiation Safety OfficeSoftware LicensingChemistry- Glass ShopBiology Animal FacilitiesChemistry-NMR FacilityBiology EM FacilityIsotope Geochemistry LaboratoryBiology Green HousePhysics Machine ShopBiology StockroomScanning Electron MicroscopeChemistry - StoreroomNNIN General Operating FundsChemistry Machine ShopISME 43SPACE Survey 2015Appendix D: Sources

44Annual Space Survey Information:http://space.wustl.edu/Pages/Annual-Space-Survey.aspx Room Type codes:http://space.wustl.edu/Pages/Room-Type-Code-Definitions.aspx IDC codes:http://space.wustl.edu/Pages/Indirect-Cost-Codes.aspx 44

Questions45Carrie [email protected]

Chuck [email protected]

Sue [email protected]

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