2 purposes workload planning new and updated room types specific issues service rooms, split...

2 Purposes Workload Planning New and Updated Room Types Specific Issues Service Rooms, Split Rooms, SSF/Recharge Cen Reporting Schedule Resources / Contacts

3 A Space survey is the process of assigning functional use categories, such as instruction and organized research to each room the University owns or leases. Fiscal Year 2016 is the next F&A cost recovery rate base year Space Survey vs. Space Inventory Inventory what space does the department occupy Survey how is the space used by assigning function codes The Space Survey information is used for: Rent Calculations Productivity & utilization metrics MTDC ($s) / NASF (department & investigator) NASF / headcount (department & investigator) Financial statement allocations Back up data for emergency planning Determine room usage for F&A proposal to the federal government next base year is FY 2016 Medicare cost reporting (BJC) Rent for Space does not change what you do with the Space Survey Rent for Space utilizes information you include in the Space Survey Importance of accuracy

4 Research areas (Dry & Wet) / MAIN FOCUS Investigator Lab Suite (dedicated & % of shared rooms) Occupants Funding Sources tied to rooms or Lab Suite IDC % as appropriate to activities Clinical areas Effort to provide backup information for Emergency Preparedness PO (manager for Space) Occupants (identify if their permanent / only home is in the clinical area) Academic /Administrative areas Effort to provide backup information for Emergency Preparedness & Space Planning PO (manager for Space) Occupants

5 New/Updated FY2015 Room Types Non Class Dry Lab Service vs. Non Class Wet Lab Service Dry Lab Services benefit dry labs Wet Lab Services benefit wet labs RAPS Report Space Reports > Space User Queries > Current Space/Inventory Only>Current Space of Reporting Unit 255 Room Type 255 Non-Class Wet Lab Service253 Non Class Dry Lab Service 648 Lactation Room 885 Clinic Service Corridor

6 FTE Source is the FTE in HRMS Adjusted FTEs. If the FTE is 0 in HRMS and the individual was paid, an adjusted FTE will be calculated The 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 FTE Unpaid Occupants: Occupant with 0 FTE & No payroll in HRMS will now have 1.0 FTE with 84 No Account Function Anyone with a WUSTL key will be in HRMS and their name will be available in WebSpace. This would include visiting professors Please do not add Temp IDs, they will generate an error report and be returned to the department for corrections Temp IDs available for selection BJH Staff use TEMP0998 or TEMP1000 Visiting Students use TEMP1025, TEMP1027, or TEMP1028 Contact Carrie Slama for additional TEMP IDs % Time (in room) 1.0 FTE x 50% time in room = 0.50 0.5 FTE x 100% time in room = 0.50 Cumulative Time % % Time does not automatically equal % of payroll do not automatically use copy function

7 Assignee Department / Occupant Department A room can be ASSIGNED to only one department or unit The 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 manager Spreadsheet distributed with assignee department and occupant department information RAPS/VERSA Report Building By Room Occupant Dept & Assignee Dept A room can be OCCUPIED by Multiple departments and investigators If the room is in the laboratory setting (room type 200 series) and shared by multiple investigators, split the room according to the investigator usage If the portion of the split is unoccupied/unused for the entire year, assign this split to the unit of business manager and identify as inactive (IDC 93) and check the End of Year status box (EOY) as N if anticipated as inactive for next FY.

8 Vacant Space Should only be coded as inactive (function code 93) if it was vacant the entire year Assign the business manager as PI/PO if the space was vacant the entire year Do not split rooms for space inactive for part of the year Note in the comments section if space is being held for a new recruit in FY2016 Do not attach inactive rooms (function code 93) to service rooms as benefiting rooms EOY Status Flag for Vacant Space EOY status flag on the edit screen Code as N only if the room / room split was vacant as of June 30 th RoomPITime PeriodEOY Status 00001JonesJul 1 - Dec 31N 00002^01SmithJul 1 - Dec 31N 00002^02JonesJan 1 - Jun 30Y 00003SmithJan 1 - Jun 30Y

9 Current occupant flag in WebSpace The default is Uncheck the box if the occupant is not using the space at the end of the year This information is used: For the HEADCOUNT data included in the annual bench research analysis To load occupants for the FY16 space survey Occupants are not required for all rooms Rooms that are not used as permanent work areas (exam rooms, classrooms, etc) Conference rooms / Lounge Common Support / Service Rooms (ie: Glass Wash/Dark Room)

10 What activities / funding sources are going on in the space? An occupant can be working on multiple activities (funding sources) in a given space For example, a faculty member may use a research lab for organized research & classroom for instruction Make sure to identify the funding source for the activities in the room (correct fund numbers) Split the room if the occupants activities in that room are from multiple funding sources and those funding sources are from either different department, different PI or associated with a recharge center Split by department Split by PI Using funding source of occupants Split recharge center space by % of use OSA (other sponsored activity, function code 83) normally takes place in an office or clinical setting If a wet lab (room type 250) is coded with this function code, verify that OSA activity is in fact occurring in this setting. Verify that the account profile is correct. Contact the Med School Finance Office with any questions

11 Splitting / Un-Splitting a Room Rooms can be un-split only during the inventory process in WebSpace. Contact departments on shared space to assure the space is agreed upon If any of the splits on a room have been surveyed, the survey(s) must be dropped for the entire room in order to un-split Complete all room splits and verify all inventory by May 15 th to prevent additional work for all departments involved in the split Contact Keith Van Booven, Cheryl Kilwin or Carrie Slama for assistance

12 What Space Belongs to a PI: Office Space Faculty Office Administrative Office / Workstations Staff / Student / Computational workstations Lab Space Wet Lab Space: Multiple labs/ Multiple occupants / Multiple activities Dry Lab Space % of Service Rooms (research common rooms) Spit by Dept / PI using a consistent methodology based on equipment or headcount or usage Dry Lab Service Wet Lab Service Tissue Culture Room Cold Room Dark Room Glass Washing Room Equipment Room Microscope Room Other Lab Service Rooms Note: Do not include conference rooms, collaborative spaces or break rooms unless assigned 100% to an individual investigator

13 WebSpace 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 Room 254 Dark Room315 Office Service 255 Non-Class Wet Lab Service*325 Admin Office Service 256 Glass Wash335 Faculty Office Service 257 Warm Room345 Office Service Corridor 258 Cold Room355 Conference Room Service 259 Electron Microscope

14 Benefiting Rooms are those rooms that benefit or use the services of a service room Examples 250 Non Class Wet Lab 251 Non Class Dry Lab 252 Non Class Electronic Data Processing Laboratory 270 BSL3 Laboratory 271 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 updated IDC 93 Inactive space will need to be removed from all service rooms If recharge center rooms benefit service rooms then the service room should be split accordingly and marked with R Service room functionality will not be applicable Service room should be surveyed as a recharge charge center room function code 85 Inactive Space can not benefit a room, split any inactive portion out and code 100% inactive for that space Contact Carrie Slama for assistance with adding or removing rooms

15 Split Service Rooms by Department / PI Service rooms should be split by Dept or PI based on their % of usage in the room For example 4 departments / PI Share the Glass Washing Room on the floor, room should be split 4 ways Service rooms should be split by PI on their % of usage of the room Service rooms should be split by recharge % and marked as a recharge center if they benefit recharge center space PI/PO for each split should be identified For example 4 PI share the Glass Washing Room on the floor, room should be split 4 ways Occupants are not necessary in Service rooms Do not include service rooms in clusters A cluster can be a benefiting room for a service room

16 Specialized 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 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 Survey will be based on billing data

17 Space 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 http://space.wustl.edu/SiteCollectionDocuments/Space%20Security%20Authorization.pdf RAPS log on: https://cognosprod1.wustl.edu/ibmcognos/cgi-bin/cognos.cgihttps://cognosprod1.wustl.edu/ibmcognos/cgi-bin/cognos.cgi

18 Room Splits & Room Inventory completed by Friday, May 15 Survey complete by Monday, June 15 Central Review and Department clean up complete by July 16, 2015 Final data for financial reports and space analysis late July Hands on sessions in FLTC Room 602. Save the Date! Tuesday, April 14 th Tuesday, April 21 st Thursday, May 7 th User Meetings Follow Up (Question & Answer) Tuesday, March 31 th Experienced users in the Holden Auditorium at FLTC, 2:00 to 4:00 Tuesday, April 7 th Experienced users in the Holden Auditorium at FLTC, 9:30 to 11:30 Thursday, April 9 th New Users in FLTC Room 602, 9:00 to 11:30

19 All Hands on sessions will take place in FLTC #602 This is your opportunity to get away from desk and focus on WebSpace. Tuesday, April 14 th 9:00 to Noon Tuesday, April 21 st 1:00 to 4:00 p.m. Thursday, May 7 th 9:00 to Noon Cost Analysis will be present to provide assistance with the WebSpace system and answer questions We 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 form PI/PO of room Occupant and Activities associated with space

20 Medical School Contacts: Keith Van Booven, 326.8146, [email protected] Cheryl Kilwin, 362.8317, [email protected] Indirect Cost Contacts for all campuses: Carrie Slama, 935.5726. [email protected] Chuck Wuensch, 935.5713, [email protected]

21 Appendix A Service Rooms Appendix B Survey Instructions Appendix C Recharge Center List Appendix D Sources Room Types Codes: http://space.wustl.edu/Pages/Room-Type-Code-Definitions.aspxhttp://space.wustl.edu/Pages/Room-Type-Code-Definitions.aspx IDC codes: http://space.wustl.edu/Pages/Indirect-Cost-Codes.aspxhttp://space.wustl.edu/Pages/Indirect-Cost-Codes.aspx

22 SERVICE ROOMS Inventory and Attached Room to the appropriate Benefiting Room SERVICE ROOMS Inventory and Attached Room to the appropriate Benefiting Room BENEFITING ROOMS Inventory / Survey BENEFITING ROOMS Inventory / 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

25 Step 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 PI No occupants are required for a Service Room, however, you can certainly add them if you wish.

26 Step 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

27 Step 3: Accessing Service Rooms & assigning the benefiting rooms Only 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.

28 3.The Service Room (room# 6620) has been split by PI. Only select the PI split you wish to attach the benefiting rooms (Lab Space) to. 4.Inactive space can not benefit a service room. Step 4: Assigning Benefiting Rooms to Service Rooms after inventory completed 1.Click on the Service Module on the left side of the Home Page of WebSpace. A list of Service rooms will appear. 2.Select the service room or rooms you will be assigning benefiting rooms; click proceed.

29 Step 4: Assigning Benefiting Rooms to Service Rooms after inventory completed Select Room 4.A list of benefiting rooms will appear. Select the benefiting rooms you wish to attached to the service room Room# 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

30 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 Lab 5.The 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

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

32 Room# 06620^01 Service Room; 257 Warm Room Room# 06619 Benefiting Room; 250 Non Class Wet Lab Room# 06620^01 Service Room; 257 Warm Room Room# 06619 Benefiting Room; 250 Non Class Wet Lab

33 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

34 The 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

35 Occupant #1 has his own funding If all activities were taking place in this room, split by PI

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

38 Principal #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.

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

40 Step#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 room Arbitrary percentages, such as averages or repeating percentages, are not acceptable Rooms 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% OR

41 PI Faculty Office Space could be split in the following manner: 1.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 82 2.If 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%20F unds.aspx https://finance.wusm.wustl.edu/Finance/Distribution%20and%20Use%20of%20Residual%20F unds.aspx 3.The portion of the time writing grants should be identified as Department Admin IDC 89 4.For the time spent on industry sponsored trials, all portions of the activity should be identified as Clinical, IDC 95 5.For the time spent coordinating and following up on clinical activity in the Emergency Department, the time should be identified as Clinical, IDC 95 6. The portion of the time spent coordinating training and educational activities of students should be identified as Instruction, IDC 96 7. The portion of the time spent on their own training grant activities or K Awards should be identified as Org Rsch, IDC 82 8. The portion of the time spent on various other administrative functions for the Department should be Department Admin, IDC 89 9. The portion of the time spent on Hospital Administrative activities should be identified as Independent Operations, External, IDC 92

42 Scenario 1: Building: 00004 - BJCIH Room: 06600 Non Class Wet Lab Scenario: One room One department 4 different PI Each Occupant is unique to each PI How to inventory / survey the space Room 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# 06600^01 Room# 06600^02 Room# 06600^03 Room# 06600^04

43 Inventory / 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# 06601^01 Room# 06601^02 Notice: Same Department

44 Inventory / 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# 06601^01 Room# 06601^02 Notice: Different Departments

45 Medical School Specialized service facilities/recharge centers Specialized service facilities Recharge Centers over $250K CyclotronDCM Biochemistry StockroomMouse Genetics Core Facility CCIRMR Facility CGS Sequencing RechargePathogen Discover Computer Support GroupProteomics Core DNA SequencingFlow Cytometry & Fuorescence Activated Cell Sort FACS FacilityResearch Testing Core Facility GTACTissue Procurement Core Metabolomics CoreTransgenic Mouse Center Molecular Biology Stockroom

46 Medical School Specialized service facilities/recharge centers Recharge Centers under $250K 2 Photon CoreERG FacilityMolecular Biology Core Hope Center ABI RTPCR FreezerGenome Engineering CenterMolecular Genetics Core Lab Animal Models Core Hope Center GTACMolecular Pathology Lab BakewellHamlet CoreMorphology Core Facility Biologic Therapy Core FacilityHistology LabMouse Phenotype Core Biostatistics ConsultingHistology Service CenterMR Skyra & Gradient Blue ArcHistology ServicesNeuroimaging Core Hope Center CADR Recharge CenterHTS Robotics CorePCR Freezer Fund Cardio Imaging & Clin Research Core LabHybridoma Facility PathologyPeptide Synthesis Core CCIRImmunohistology Lab Siteman Cancer Center Consulting CGS Cluster RechargeIP Stem Cell CenterSkeletal Imaging & Phenotyping Core Chemical Genetics CoreK12 - ICTSSmall Animal MR Facility CIDER ServicesKodakSpecial Projects Lab Confocal Imaging FacilityKTRCT.S.P.R. Recharge Center Confocal MicroscopyMicrobiology Glassware FacilityTransgenic Vectors Core Hope Center DNA Polymerase FacilityMicrobiology Imaging FacilityWUBIOS - Computing Res. DNA/RNA Purification Core Hope CenterMicrobiology Media Prep FacilityWUBIOS Computing Facility/admin DSG Computing ClusterMicrobiology Service/maint - ShopZebrafish Facility Electron Microscopy ServicesMicrobiology Stockroom EM Cost CenterMicroscopy Embryonic Stem Cell Core Molecular Biology Core Facility

47 Danforth Recharge Centers Recharge Centers over $250K Recharge Centers under $250K NASA - Goddard RechargeRadiation Safety Office Software LicensingChemistry- Glass Shop Biology Animal FacilitiesChemistry-NMR Facility Biology EM FacilityIsotope Geochemistry Laboratory Biology Green HousePhysics Machine Shop Biology StockroomScanning Electron Microscope Chemistry - StoreroomNNIN General Operating Funds Chemistry Machine ShopISME

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

49 Carrie Slama 314.935.5726 [email protected] Chuck Wuensch 314.935.5713 [email protected] Keith Van Booven 314.362.8146 [email protected] Cheryl Kilwin 314.362.8317 [email protected]