Space Inventory & Allocation System

Space Inventory & Allocation System

Presented by: Finance & Accounting Cost Analysis System Developed by Planning, Design, & Construction

Agenda Purpose Definitions Overview Demonstration Questions

Staff from Cost Analysis Brenda Harrell Deborah Strickland Ana Meyer-Ruiz Jane Ellis

Purpose Required by the Federal Office of Management & Budget per Uniform Guidance 2 CFR 200 Reports are necessary to develop the University Facilities & Administrative (FnA) Rate Proposal to the Federal Government

Purpose Facilties is a BIG part of our FnA rate and Space is the main driver for allocation of these costs. Therefore, the Federal auditors pay particular attention to our survey.

Purpose Helps Departments manage and track the use of their space. The University also uses the space system to verify occupancy, usage, and development of the RCM Budget allocation. As a reminder, RCM is paid at the college level, not with the individual departments.

Space Allocation Jargon Certifier Person who often prepares and inputs the data Authorizer Person who approves the Certified information Certification Period the complete fiscal year: July 1, 2014 June 30, 2015 Allocation (Spread) Reporting the functional use of the space across categories; must equal 100% Occupant Person who is a occupant or user of the space (More information to come) Sponsored Project Contract, Grant or Cooperative Agreement

Allocation How was the space actually used during the Fiscal Year? Administration Research Instruction Other

Allocation What are the space allocation categories to choose from?

Allocation Let s Start with Defining the Different Administration Choices

Administration Departmental (DA) Space used for administrative and supporting services that benefit common or joint departmental activities or objectives in: Academic deans offices Academic departments and divisions Organized research institutes, Study centers, or research centers administrative staff For Academic departments, the space attributable to the administrative work of faculty (including department heads) and other professional personnel conducting research and/or instruction shall be allowed as DA.

Administration Departmental (DA) So What are some usages in a room that you would allocate a percentage to Departmental Administration? General departmental office functions, including that of a chair and departmental staff, secretarial, clerical, assistants, and administrative officers. Administrative functions in deans offices. General departmental services, including mail distribution and telephone service. Departmental conference room.

Administration Departmental (DA) What are times that the space looks like DA but would not be DA? Does NOT include space used for: Undergraduate or graduate coordination. That space is considered Instruction. Direct administrative work related to a specific sponsored project and funded by the sponsored project. That is considered Organized Research.

Administration Departmental (DA) So, how do you code the administration of sponsored projects that are not research related? Instruction Extension Other Sponsored Activities

Administration Departmental (DA) So, how do you code the administration of sponsored projects that are not research related? Instruction (Not research training grant) Instruction Extension Extension Other Sponsored Activities Other Sponsored Activities

Administration General (GA) Space used for activities of the general executive and administrative offices of the University and other activities of a general character that do not relate solely to any major function of the institution: i.e., solely to Instruction, Organized Research, Other Sponsored Activities, or Auxiliary/Other Institutional Activities This category is only for areas that benefit the entire university.

Administration General (GA) So What are areas that space should be allocated to GA? President s and vice-presidents offices Institution-wide financial management, business services, budget and planning, personnel management, and risk management Office of the General Counsel UF Enterprise Systems Finance and Accounting Human Resources

Administration General (GA) What are times that the space looks like GA but would not be GA? Does not include space used for: Administrative activities within non-university-wide Dean s offices Academic departments The Administration of Organized research units, and similar organizational units That space is considered Departmental Administration.

Administration Practice Plan Administration (PPA) All space used in support of clinical practice activity, including administrative activities related to Practice Plans

Administration Practice Plan Administration (PPA) So What are some usages in a room that you would allocate a percentage to Practice Plan Administration? Administrative and support services for the billing, collection, and distribution of professional fees. Faculty work related to scheduling, reviewing patient charts, or other administrative activities related to clinical practice. Administrative support to faculty for any activity related to clinical practice.

Administration Practice Plan Administration (PPA) What are times that the space looks like PPA but would not be PPA? Does not include space used for: Actual health care delivery or treatment. This is considered Patient Care.

Administration Sponsored Project (SPA) All space used for activities performed by Contracts and Grants offices and the Division of Sponsored Programs. All space used for activities performed by Cost Analysis. Does not include Departmental Pre and Post Award Offices!

Administration Student Space used for activities for the administration of student affairs and for services to students Includes offices of: Deans of Students Admissions Registrar Counselors Student health the Infirmary

Allocation Defining the Different Instruction Categories

Instruction (INST) Space used for all teaching, training, and instructional activities, whether offered for credit toward a degree, certificate, or on a noncredit basis Includes space for: Syllabus production, exam preparation and grading, textbook orders, and roster preparation Formal classroom teaching and labs Academic counseling Course preparation Departmental libraries that are not part of the library system

Sponsored Instruction Space used for specific instructional or training activities established by a sponsored project, contract, or cooperative agreement. The chartfield support that pays for the activities in the room would be from fund 201, 209 or 214. (This is usually designated with a 1100 program code in the chartfield string) Does not include space used for Research Training. That is considered Organized Research.

Allocation Defining the Different Research Categories

Research Organized (OR) Includes space used for: Sponsored Research. All research and development activities that are sponsored by federal and nonfederal agencies and external organizations. This category includes space used in the training of individuals in research techniques (commonly called research training ) where such activities utilize the same facilities as other research and development activities and where such activities are not included in the Instruction function. This includes Research Training Grants!

Research Organized (OR) Space used for research and development activities of an institution that are separately budgeted and accounted for also known as funded research Funds: 201 (Federal) 209 (Non-Federal) 214 (Non-Federal Clinical Trials): But not Patient Care 103 (IFAS State Matching) Only for Program code 2200 221 (IFAS Experiment Station Federal appropriations) Only for Program code 2200

Research Organized (OR) University Research. All research and development space that is sponsored by institutional funds and is separately budgeted and accounted for. This type of organized research is awarded after review of an internal application for support of a specific project. Example: Division of Sponsored Programs (DSP) Opportunity Fund projects.

Research Organized (OR) Space used for research and development activities of an institution that are separately budgeted and accounted for This also includes cost sharing space to meet committed cost sharing requirements from grants. Even though this funding may come from a variety of cost centers, it would be considered Organized Research.

Occupants in (OR) Space Graduate students may be assigned to a desk in research space where they also do coursework or study. If so, the room cannot be allocated 100% to Research. An appropriate percentage of Instruction must be allocated to account for the non research activity.

Research Departmental (DR) Space used for research development and scholarly activities that are not Organized Research and, consequently, are not separately budgeted and accounted for Includes space used for Research-related activities that are funded from unrestricted sources (such as E&G funds) or from sources as: Miscellaneous donors (Fund 212) Combined projects Allocation of overhead (Fund 211) Development of bid and proposal for new research activities. Includes Gap and Start-Up funding

Allocation Other Sponsored Activities?

Other Sponsored Activities (OSA) Space used for sponsored projects that are not Organized Research or Sponsored Instruction (These projects are designated by the sponsoring agency as Other Than Research ) Examples include: Children s Medical Services Mother/Infant Care Services Sponsored Museum Exhibits Sponsored Journal Editorship Sponsored Conference

Allocation Agriculture Extension?

Agriculture Extension (Ag Ext) Space related to activities involving the Institute of Food and Agricultural Sciences (IFAS) Cooperative Extension Service INCLUDES: Space related to activities funded from IFAS Fund 222 Space related to other Extension activities

Reminder Allocation Split Other Institutional Activities (OIA) And Auxiliary (AUX)

Allocation Auxiliary?

Auxiliary (AUX) Space used for all activities of the institution that charge other areas for services provided: Includes Space Used For: Residency Halls Dining Halls Student Unions Faculty Housing Chapels Theaters Core Labs Public museums Other similar enterprises Any space area that charges for a service Service Centers/Recharge Centers/Specialized Service Facilities

Allocation Other Institutional Activities?

Other Institutional Activities (OIA) Use this category to report space used for all activities of an institution that are not specifically assigned to other categories. Includes space used for: Development and fund-raising Intercollegiate activities Non Research Refrigerators are considered OIA Public relations Rare book collections Emeritus or volunteer used space (non-uf paid) Any other function, the activities of which are unallowable per 2 CFR 200 for FnA reporting purposes Example: Small kitchen areas, or refrigerators in research space that does not have a label Research Supplies Only No Food or Drinks

Allocation Governance?

Governance (GOV) Space used for any significant work devoted to college and university-wide committee assignments including: Preparing for Faculty Senate meetings University-wide search committees Does not include space used for undergraduate or graduate coordinating or advising That is considered Instruction.

Allocation Library?

Library (Lib) Space used for the operation of the libraries in the university library system. Library administration should also be reported to this category Includes space used for: Storage of books and purchased material of the library Reading areas Study rooms Library administrative room areas

Library (Lib) Specifically Includes: Library West Smathers Library Marston Science Library Education Library Journalism Reading Room Music Library Architecture and Fine Arts Library Health Science Center Library Borland Library (Jacksonville) Map and Imagery Library Mead Library (P.K. Yonge) Veterinary Medicine Reading Room Legal Information Center

Library (Lib) Does NOT include space used for: Small departmental libraries that are not a part of the official university library system. That is considered Instruction. Rare book collections, which should be reported as Other Institutional Activities.

Allocation Patient Care?

Patient Care All space used for clinical practice activity, including the treatment of patients related to the Faculty Practice Plans. Includes space used for: Health care delivery and treatment rooms not related to research or instruction. Patient care rooms (if any are assigned to your department).

Patient Care Does not include space used for: Administrative and support services for the billing, collection, and distribution of professional fees. Faculty office space when used for scheduling, reviewing patient charts or other administrative activities related to clinical practice. Administrative support to faculty for any activity related to clinical practice. These are all considered Practice Plan Administration.

Allocation Public Service and Union Activities?

Public Service (Pub Svc) Space used for assigned duties such as: Serving as a consultant to local, state or national agencies Serving as an officer in professional societies Acting as an editor for a professional journal Does not include sponsored editorship of a journal. This is Other Sponsored Activities.

Union Activities Space used for activities such as United Faculty of Florida (UFF) or Academic and Professional Assembly (APA)

Allocation Operations and Maintenance?

Operations and Maintenance (O&M) Space used for the administration, supervision, operation, maintenance, preservation and protection of the institution s physical facilities This is atypical category for individual departments. Includes space used by: Physical Plant Division (PPD) Planning, Design, & Construction offices Environmental Health & Safety offices University Police Department Campus Mail

Allocation Vacant or Under Renovation?

Vacant or Under Renovation (Vac Ren) VERY IMPORTANT! Space that is closed, entirely unused, empty, or undergoing renovation Space that was unused during part of the fiscal year should be shown at the corresponding percentage that it was vacant. Example 1: A room that was empty, due to renovation, for three months should be shown as 25% Vacant or Under Renovation on that fiscal year s Space Allocation Survey. Example 2: A new room that was available in April should be shown 75% Vacant or Under Construction on that fiscal year s survey. *Keep in mind that this information is for the entire fiscal year July 1, 2014 June 30, 2015 and not how the space currently is right now.

Vacant or Under Renovation (Vac Ren) VERY IMPORTANT! NOTE: Normal absences for breaks and vacations do not mean a room is vacant. Also, a room does not have to be used a specified number of hours per week. A dissection room for instruction used three days per week by students and unused the other four days would be allocated as 100% Instruction.

Any Questions?

How do I Proceed? Estimate the percentage of time the room is used for each purpose (if there is more than one.) This should be based on an interview with the person(s) who occupy the room, and confirmed by a personal visit by the Space Certifier, when necessary.

How do I Proceed? The interviews with the primary individuals assigned to the space and occupants of the space is very important as this is the primary individual that will be questioned in any type of interview. Keep in mind that when someone says research, it is the certifiers responsibility to confirm that the activities in the space are being funded by a project or is departmental.

How do I Proceed? As a reminder, even if an individual is on sabbatical, if they are remoting into the space or have files for the research they are conducting in the space, this space is NOT Vacant.

How do I Proceed? You can use the Space Worksheet from the Space System as a starting guide to entering and allocating space.

How do I Proceed? On the Space Worksheet you can make note of any new employees to be added to the appropriate room in the survey or employee s that need to be removed. Keep in mind that, if an employee worked in a room for a significant portion of the year, they need to be recorded as an occupant. We will be comparing Space to Effort (Space to Base), so this is very important.

Avoiding Standard Splits Avoid using the same split in allocation for all of your space. For example, all of your research labs should not be 90% Organized Research and 10% Department Research. We expect that this may occur but should be documented. However, not every Research lab for your department would be allocated that way.

How do I Proceed? It is recommended that space certifiers work in conjunction with your payroll person in your department, effort coordinator, and grants individuals.

How Do I Determine the Occupants of the Space? The term occupant and user or people assigned to space are all used when reviewing individuals in rooms.

How Do I Determine the Occupants of the Space? In a lab that is used by multiple Principle Investigators (PIs) who should be added as an occupant in the space system? All PI s that use the space to conduct their research.

How Do I Determine the Occupants of the Space? I have a room that houses just an autoclave. Everyone on that floor of the building uses that equipment. Do I list an occupant for that room? No, no occupant would be required for a room of this type unless it is specifically assigned to a PI. In addition, shared equipment rooms. If the equipment in these rooms are shared by everyone on the floor, then no occupant should be assigned to this space. However, it is important to note that there are many shared equipment rooms that are shared by a select group, and for those we do want users assigned. This is only for those rooms that anyone for the floor from multiple colleges can use, i.e. Cancer/Genetics Center hallways. If we know the users for these shared spaces with certain accuracy, it is better as the allocation would be for the users, not the entire department.

How Do I Determine the Occupants of the Space? There is a PI in my department that has students working in a lab but the PI does not sit in the lab. Even if the PI does not have a desk, he/she is responsible for the research that goes on in the lab and should be assigned as an occupant.

How Do I Determine the Occupants of the Space? There are many students that use the lab space. Do I include them in the space as occupants? It is not necessary to list every student by name in the lab space. But it is necessary to list the PI that they work for.

How Do I Determine the Occupants of the Space? I have a Department Copy room that everyone uses. Is there an occupant for this room? No, this room should be coded as department administration as it supports the whole department and no one occupies the space.

Occupants of Space General Rule of Thumb Office List the Occupant of the space Research Lab List all the PI s that are users of the space Teaching Lab List all the Faculty who teach as the occupant of the space Department File room, copy room, etc. No occupant in the space

Why Should I Care About Payroll With Space? It is important that there is a space to base match. For example, after the interview a room as been allocated 100% as organized research for the entire Fiscal Year. So the question is, was all the work that went on in that room funded 100% by grants? Or better yet, was everyone who worked in that room paid on grants?

Why Should I Care About Effort with Space? It is important that the activities that are reported on Effort are accounted for somewhere in the space: For example, if a faculty member indicated that they worked on clinical service, there should be some space with that type of activity, whether it be an office, etc. Effort to space is never a one to one match. Another example is a research lab. We would not expect Department Administration to be in a Research lab even though it may be on the effort record.

Done Collecting the Information? When you are done collecting all the information needed from all resources, it is time to input the information into the space system. This is the easy part!

Any Questions?

Process Overview Where do I go to login? survey.facilities.ufl.edu

Space Sign-on Page

Main Space Allocation Page

To begin allocating space to rooms, adding and removing projects and occupants who can either Search for a Specific Room

Or you can select a building.

Or you can select a department ID.

I selected a building

This brings up a room list. ROOM LIST o Displays 20 rooms at a time o Navigation controls at the top and bottom of the screen othe list contains room information Floor and room numbers Room use Area Room Status Symbol Occupant update status symbol Space allocation status symbol Project information status symbols.

To enter information in a room select the room you are going to allocate

To enter information in a room, select the room you are going to input information for

The first thing to note is that this is a scrolling screen. All data to input is on one screen.

At the top of the screen for the room, you will see if you have completed entering your room information, occupants and allocations. The Projects will all come in as check marks, until you report any allocation to OSA, OR, or Sponsored Instruction. Then it will require you to enter a project Id as well.

The next set of data is your room information. You will need to verify the department assigned to the room and the room use and sub use.

If everything is correct you will click to verify the data.

If the department is wrong or the use of the room is wrong, you will need to click on update:

If the room should not be assigned to your department, delete the department ID. If you know the department, type in their information, otherwise you can type UNKNOWN or NOT MINE.

If you would like to give the room a name you can do so here. This is not required.

If the room use has changed, choose the correct Room Use selection from the drop down menu. For example changing a room from a office to a lab. Update the Sub Use of the room in the same way.

The room use and sub-use definition can be found by clicking in the i button on the Room Information

Use: Research Lab vs. Research Lab Service Whether or not the room use is coded as a research lab or research lab service, each type is just as important in the allocation process. The same care and attention that is given to the Lab should be given to the Research Lab Service.

The Sub Use Category has now been updated to only 6 categories. If you have a research lab, you would select which sub use the room is.

If there has been any physical change to the room in the past year, make a note in the Comments field. Planning, Design, & Construction will visit the location and revise the floor plan and square footage information.

After completing the Space Change Request Form, click the Submit button, and you will be returned to the room list. A number should now appear in the Pending Requests column indicating how many requests have been made for that room. Certification of space cannot occur until all Pending Requests have been resolved.

After confirming the space information, you should input the occupants of the room.

The current occupants screen will show all occupants that were reported in the last Space Inventory and Allocation Survey. Review the occupants who are reported in the room Occupant information including title and phone number come directly from the UF Directory.

Are assigned to work in a space (office, lab, etc.) You don t need to record every person who enters a room. For instance, an equipment room where many people visit for brief periods, use the equipment and then leave would not require everyone to be listed as an occupant. Include Visiting Scholars and Emeritus faculty who work in the space (whether or not they are actually paid by UF) Graduate students may be assigned to a desk in research space where they also do coursework or study. If so, the room cannot be allocated 100% to Research. An appropriate percentage of Instruction must be allocated to account for the non-research activity.

To add an occupant click on the Add button and a new screen comes up: You can search for an occupant by using their UFID, last name, or Dept ID. The first ten results will be displayed; use the navigation tools to scroll through the search results until you find the name you are looking for. Once the occupant names have been selected, click on the link to add them to the room. *Note: Anyone with a valid UFID can be added to the room.

Occupants can be moved from one room to another without being removed and added again by using the Move function. This will remove the occupant from the current room and move them to the new room.

Select the occupants you wish to move and the building and room to which they will be moving. You can also enter the move date in a MM-DD-YYYY format. Once this information has been entered click MOVE to complete the move.

Occupants can be copied from one room to another by using the COPY function. This is especially useful in instances where a professor or research assistant occupies both an office and a laboratory or several labs.

This function will copy selected occupants of the room to a new room. Copying occupants will leave them in their current room and add them to the selected room.

To remove an occupant, select the occupants to be removed and click on the Remove Link. If the occupant listed never occupied the space and needs to be removed from the space entirely, change the start date to match the end date in the HISTORY screen.

The history link is historical information related to the room of everyone who ever was in the room. When you are done correcting the occupants of the room, select the Verify button.

When Ready to Input the Allocation: You will allocate the room to 100% of the usage based on the interviews and other information you have gathered and click save allocation.

When Ready to Input the Allocation: If you allocate any portion of the room to Organized Research or Other Sponsored Activities you will be required to add the project numbers it is referring to.

To add a project, select the ADD PROJECT link. You can search for a project using the project number, PI UFID, Department ID or a title keyword.

Select the project that is being worked on in the room, scroll to the bottom of the list and select Add Projects. More than one project may be added at a time. Also, you will need to enter the start date of when the project began. The projects are grouped by type: Other Sponsored Activity or Organized Research.

Moving Projects Projects, just like occupants, can be moved from one room to another - without being removed and added again - by using the MOVE function. This will remove the project from the current room and move it to a new room. Copying Projects Projects can be copied from one room to another by using the COPY function. This is especially useful in instances where work is being done on a project in more than one location. This function will copy selected projects in the room to a new room.

Removing Projects To remove a project, select the projects to be removed and click on the Remove link. If the project listed was never worked on in the space and needs to be removed from this room entirely, change the start date to match the end date in the HISTORY screen.

Once the room has been allocated 100% and all appropriate projects have been added, the will change to a and the color of the headers will change from orange to blue.

When Ready to Input the Allocation: If you report the room as Organized Research, and it is less than 100% (1% - 99%) you will need to add the Chartfield string or the non-sponsored sources that support the other work occurring in that space

Status Report All Organized Research and Other Sponsored Activity projects must be accounted for before certification can occur.

Unreported Projects Clicking the Unreported Projects link will show the user all the projects that still need to be associated with a location. If a project shows up on this list in error, please contact Cost Analysis at 392-5778. Projects that are assigned to a room should be based on expenditures that support the work in the room, i.e. salary for employees working, equipment, etc.

Unreported Projects Helpful Tip If your projects are closed out after they end, the project will not be listed for you to allocate to the room. Please pay attention to the dates of the project to verify if the research was truly done during this Fiscal Year 2015.

Open Space Requests In addition, all Space Requests must be resolved before certification can occur. Clicking the Open Space Requests link will show the user all the pending space requests.

Certification/Authorization The steps for certifying and authorizing your space are identical. Depending upon your security you will see either a Certify Now link or Authorize Now link on the status report. The link will become active only when all projects and pending space requests have been cleared for ALL departments within your security level.

Tricks of the Space System On the front screen, you can search for a particular room, for a Occupant, or for a Project number.

Tricks of the Space System You can sort any column by clicking on the name of the column. For instance if you want to filter by description, you will click on the room use header and the system will sort the information for you.

Tricks of the Space System The system will help explain when something is missing and what the orange X is. For example, if you have a room that has Organized Research allocation that is less than 100% When you hover over the orange X it will give you an explanation of the information that is still needed.

Security Roles for Access to the Space System Only one of the following roles is necessary: UF_N_IND_COST_SP_ALLOC_BROWSE UF_N_IND_COST_SP_ALLOC_CERTIFY UF_N_IND_COST_SP_ALLOC_AUTH *DSA must include the 8-digit DeptID in the Authority Area *For multiple DeptIDs, separate by semicolon with no spaces and a semicolon at the end (34010000;34020000;34030000;) *DeptIDs ending in 0000 include all subdepartments (i.e. 34000000 provides access to all Dentistry departments)

FY2015 Space Survey Deadlines Space System will Open Friday, February 27 th All Interviews Friday, April 17th Interviews with faculty members and other staff as to the work completed in the space being certified Input Completed by Certifier Friday, May 8 th Authorization & Close by Friday, May 22 nd If you identify significant changes between the authorization/close date and June 30, 2015, please alert Cost Analysis so that these changes can be reflected in the FY2015 survey.

Reminder for College of Medicine If you are a department with the College of Medicine, you will not be able to enter the occupants in the rooms. This will be done by Karen Pastos. However, you are still responsible for collecting this information and submitting it to her for input. Also, if you have a space change request to the room, you must go through Karen Pastos to request the change. You are responsible for gathering and entering the actual space allocation for the rooms ( that is how the room is actually used)

Keep Sending In Your Suggestions We are always happy to hear your suggestions and comments. Please keep sending them in!

Any Questions?

Thank You!

Where to Get Help Space Allocation Definitions and Project Questions spacealloc@admin.ufl.edu Cost Analysis (352)392-5778 Space Change Requests Planning, Design, & Construction (352)273-4006 BAFPCSpaceChangeRequests@admin.ufl.edu User s Guide: http://fa.ufl.edu/costanalysis/docs/space-manual.pdf Also located on the Space Main Menu under Help