Embed Size (px)
Citation preview
FY 11 Space Survey
Purpose The Survey Process WebSpace Specific Issues Reporting Schedule Resources/Contacts
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)
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
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
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
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
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
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 stmtNTS Software Licensing Mouse Genetics Core FacilityBiochemistry Stockroom Genechip CoreMissouri Family Registry/TSPR ProteomicsTissue Culture Support DNA SequencingMolecular Biology Stockroom Computer Support GroupMedpics/Medical Illustration Small Animal MRRadioactive Waste Disposal MicroPet FacilityMicroarray Facility Center of Genome ScienceCCIR
Recharge centers < $250K/core facilities If federally funded code as organized research (82) Otherwise code as recharge center (85)
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
FY 11 Space SurveyWebSpace
Web browser Mozilla Firefox Internet Explorer 7 Internet Explorer 6
FY 11 Space SurveyWebSpace
Internet Explorer settings – Tools, Internet Options
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)
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
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
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
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
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
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
FY 11 Space SurveyReporting
WebSpace Reporting – release 6.0 DC Manual, pg 72
FY 11 Space SurveyReporting
WebSpace Reporting – release 6.0 DC Manual, pg 72
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-resp party)
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
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
FY 11 Space SurveyContacts
Chuck Wuensch, 935-5713, [email protected]
Sharon Tomiser, 935-5726, [email protected]
Sue Ugalde, 935-5650, [email protected] Keith VanBooven, 362-8146,
[email protected] Help Desk, 935-5707
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.
