a space survey –2019...ready in progress submitted-pending approval ... at the end of the f&a...

ANNUAL SPACESURVEY – 2019

Kick-Off & Town HallSeptember 5th , 2019

Annual Space Survey 20192


AGENDA1. Space Survey Overview

• Welcome – Introductions• Survey Timeline• System Updates

2. Importance of Accurate Data3. Space Survey Support4. F&A Component 5. Q & A

3


ANNUAL SPACE SURVEYThe Space Survey is a process that is conducted annually to enable staff to provide an accurate accounting of UCSF Space and Occupancy data during a designated time period.

• UCSF Real Estate coordinates the space survey process, and organizes the data for UCOP reporting.

• Archibus Space and Occupancy data is used as the base data for the F&A Indirect Cost Recovery Survey.

• This is NOT a UCSF Health Space Survey

4


WHO UPDATES UCSF SPACE DATA

5Please refer to “User Roles” Report in Archibus.

SPACE COORDINATOR(Department level space contact)

ACCESS:Read-Write access for their assigned Dept. ID’s only.

RESPONSIBILITIES:• Keeps Department’s/Unit’s assigned space up to date in Archibus• Submits the Annual Survey for their assigned space• Requests space assignments on their Department's behalf to their

Control Point Strategist• Informs UCSF Real Estate of completed renovation projects not

reflected in Archibus• Updates Employee Locations• Attends UCSF Real Estate-led trainings and meetings• Conducts space walks informally and in collaboration with UCSF Real Estate


WHO UPDATES UCSF SPACE DATA

6Please refer to “User Roles” Report in Archibus.

SPACE STRATEGIST(Control Point/BU oversight of Space Management)

ACCESS:Edit/Write access for entire Control Point/ BU + Approval access for intra-Control Point/ BU Departmental space assignments + Updates to Loan fields and data changes within the same Control Point/ BU

RESPONSIBILITIES:All Space Coordinator +

• Main space point of contact for their Control Point• Tracks loans within Control Point• Represented on the UCSF Space Subcommittee• Facilitates space assignment requests for their Direct Report's approval• Reviews and processes Space Request Forms (SRF) submitted by Space

Coordinators within their Control Point. If request is outside of Control Point, requests are forwarded to Campus Planning for review.


SPACE STRATEGISTS FOR UCSF

7

Control Point/ BU Space Strategist

D_School of Dentistry Larisa Kure *Thomas Lang

V_Development Wendy Gamboa *Joseph Calger

M_School of Medicine

Karin Wong *Adrian Miu Cristina MorrisonJohn Ewers (ZSFG)Margaret Damiano (ZSFG)

N_School of NursingMichael Jaffe *Cecilia ChangFrances Lee

P_School of Pharmacy Michael Nordberg *

* Indicates Primary StrategistLast Updated Sept. 2019

Control Point/ BU Space Strategist

C_Office of the ChancellorE_Executive Vice ChancellorO_VC Diversity& Outreach

Suzanne Murphy *Ruth Pacquing

R_University Relations Michael Fortes *

F_Finance & Administration

Judy Fuller *Rebecca Daro

L_Langley Porter Hospital Michael Walker *


TIMELINE FOR 2019 SPACE, F&A SURVEY

8

Date Activity

Space SurveySept. 9th 2019 Annual Space Survey begins

Nov 4th 2019 Cut-off date for adding any new Space Coordinators

Nov. 22nd 2019 Annual Space Survey ends

Dec 13th 2019 UCSF Space Data will be reported to UCOPF&A Component

Sept. 9th 2019 F&A Survey begins on this day

Sept 12th & 17th 2019 F&A Town Hall @ Parnassus and Mission Bay

Oct – Nov 2019 F&A Dept. meetings will be scheduled with BRM Team

Dec 13th 2019 F&A Survey Ends on this day for all end-users involved

Dec – Feb 28th 2020 BRM Team review of F&A Survey

Please start early to allow time for discussion with your department and questions with System and BRM Admins.


HOW TO ACCESS ARCHIBUS

9


ARCHIBUS HOME PAGE

Archibus Home Page (user role is viewable on Home Page) Important information under Notifications Section Training resources link: https://space.ucsf.edu/2019-annual-space-survey

Will not work with pop-up blockers


HOW TO UPDATE SPACE

11


HOW TO UPDATE SPACE

12


SPACE UPDATES VIA BULK UPLOAD

13

Certain fields can be bulk uploaded in coordination with System Admins:

• Division/ Department • Rooms within your Control Point/ BU• Not available for shared rooms

• Room Categories/ Type• Station Counts• Loan Details & Documentation• Employee Occupancy Data

All bulk update requests must be received by Oct. 25th 2019 to allow Administrators time to process requests.

For more details, please refer to Job aids to Bulk-Upload Room data at:https://space.ucsf.edu/2019-annual-space-survey


SYSTEM UPDATES

• Archibus Report Builder is now live (easy access to shared rooms space data)

• Station counts can be updated via the Space Update Form

• Research Space – Service Center Account names added to PI names as Placeholders

• Separated employee reports will be shared with Space Coordinators during the survey

14


NEW IN SPACE UPDATE FORM

15


SPACE STATUS FLOW DURING SURVEY

16

Ready

In Progress

Submitted-Pending Approval

Space Updates are a work in progress by Space Coordinators or Strategists

All Rooms will remain in “In Progress” Status until the F&A Survey is complete

At the end of the F&A Survey, the Space Status will be converted back to Ready

Rooms are ready to be Surveyed Action: Check out Room

Rooms will move to Submitted-Pending Approval Status is an approval is required from System Admins


‘SPACE SURVEYED’ FEATURE

17

• Assist Coordinators to track Survey progress• Changes ‘Space Surveyed?’ rooms from No to Yes• Highlights Space Status for rooms in green when surveyed.• For Shared Rooms, highlights the Space Status in green for the logged in

Coordinator when he/she completes an update for their portion of the room.


‘SPACE SURVEYED’ FEATURE

18

• All Rooms will be required to be marked as “Space Surveyed” by Space Coordinators before the end of Space Survey Dec 13th 2019. (Surveyed affirmation is required prior to F&A functionalization)

• Any rooms left over as Not Surveyed after Dec 13th will be assumed as Surveyed by Coordinators and marked as ‘Surveyed’ by System Admins.

For more details, please refer to Job aids at :https://space.ucsf.edu/2019-annual-space-survey


• The Complete Annual Space Survey button is only active during the Space Survey period

• Within a department, Coordinator(s) should collaborate with other coordinators (if multiple) and only click the “Complete Annual Space Survey” button when all rooms for the department (in Archibus –Division) are updated.

• Strategists should only click the “Complete Annual Space Survey” button, if there are No Coordinators assigned for certain departments within their control point and Only after all other Coordinators within their control point have completed their survey. (Dean’s office surveys)

When a Strategist clicks the “Complete Annual Space Survey” button, the action applies to all of the rooms for their Control Point.

WHEN/WHO TO CLICK THE ORANGE BUTTON


COMPLETE F&A SURVEY BUTTON

• Coordinators not involved in F&A Survey 2019 can disregard the ‘Complete F&A Survey’ button

• Coordinators involved in F&A Survey 2019 need to click on ‘Complete F&A Survey’ prior to F&A Survey end date.

• If included in the F&A Survey, please confirm you have access to individuals knowledgeable about what is happening in your research space (often departmental financial managers, MSO’s and Lab managers)

• Additional Training will be provided for Coordinators and supporting personnel participating in the F&A survey by the BRM Team.


REPORTING: SURVEY PROGRESS

21

Reports are available for both Space and F&A Survey to track progress by Division and Department.

Which groups are still

incomplete?


THE IMPORTANCE OFACCURATE SPACE DATA


SPACE DATA

Accurate space information is important to UCSF

Provides the means for effectively managing our growing space at UCSF

Helps us understand what’s going on in our buildings

Supports facilities related cost recovery

Required for the Annual UCOP Reporting

23


SUPPORTING DATA INTEGRITY

Focus on Space Update, particularly these fields:

Department Assignment and Percentage % Room Category/ Room Type PI Assignment or ‘PI Assignment Pending’ rooms Station Counts Loan Information Employee Occupancy

24


TIPS ON SUPPORTING DATA INTEGRITYFew ideas that can help you find data anomalies for your department’s space assignment:

• Confirm accuracy of Research Rooms with ‘PI Assignment Pending’ Status

• Cross reference Station count, Employees Assigned and Availability field

• Rooms that are occupiable (assigned to your department) and are shown without employees

• Employees from your department and have no space assignments in the system

• Update Employees’ primary location and if appropriate, multiple locations

25


ROOM CATEGORY/ TYPE• Space usage is classified into Room Category and Type

• Room Type reflects the predominant use of the space in terms of "activity” in the room

• Campus Room Categories begin with “C-”; Medical Center Categories begin with “M-”

26

Room Type Reference Guide is available at:https://space.ucsf.edu/archibus-training-materials


ROOM TYPE DEFINITIONS: “OFFICE”

27

Academic Office: A room used by faculty, department chairs, academic deans, and other academic instructional appointees (e.g., lecturers, instructors) teaching assistants, emeriti, or postdoctoral scholars, to perform their desk-based academic work.

Admin Office: A room used by administrative staff, including academic administrative staff (e.g., administrative deans, provosts, directors), to perform their desk-based administrative work.

Reference: Facilities Inventory Guide, University of California, Office of the President.


“WET” LABS AND “DRY” LABS

“Wet” Lab (Research Lab): A room used for experimentation, research, or training in research methods; or professional research and observation; or structured creative activity within a specific program, if the setting requires laboratory equipment… or structural support beyond that of an office.

“Dry” Lab (Research Office):, A room used for experimentation, research, or training in research methods; or professional research and observation; or structured creative activity within a specific program and which primarily contains office-type accommodations. Includes offices in which professional and staff researchers and graduate students engage in desk, computer, or table top research…


28


SUPPORT AREAS & NON-ASSIGNABLE SPACE

29

Research Lab or Office Support : A room that directly serves one or more primary research offices as an extension of the activities in those rooms. Included are coatrooms, supply and storage areas, records rooms, private (restricted access) aisles or hallway type areas, supporting research labs or offices.

Circulation Area (Non-assignable): Restricted access private aisles or hallway type areas supporting research labs and offices are included as a research/office support (assigned to PI’s supported) and are not included in Circulation Area (Non-Assignable).



STATION COUNTS• What counts as a Station

• The number of actual Stations which will adequately accommodate users in a particular room

• Conference rooms – Count only the designed capacity of chairs and not extra chairs that have been placed in the room

• Research Station – A typical research Station consists of one bench and one desk. (There are rare exceptions)

• Why it is important – for capacity and availability of space• Develop and explore new metrics for Strategic Planning

• ASF per Station• ASF per Employee• No. of Stations per Employee

30


WHERE ARE YOUR EMPLOYEES LOCATED?• Update employee locations in Archibus!• Easiest way to do this is via the Space Update Form• Every employee who requires a Station, should be

located in a room. • If you have multiple employee updates and need help,

please reach out to System Admins for assistance.• When an employee is removed from a room, and not

reassigned the employees location will appear as ‘Location Required’ in the UCSF Directory.

• System Admins will perform a periodic review of ‘Location Required’ employees.

31


SURVEY SUPPORT


WEEKLY TRAINING SESSIONS

33

* Complete schedule for weekly drop-in sessions available here:https://space.ucsf.edu/2019-annual-space-survey

Meeting Date Time Zoom Address

11-Sept 10:00 - 11:30https://ucsf.zoom.us/j/687534167

Meeting ID: 687 534 167

Telephone: US: +1 669 900 6833or +1 646 558 8656

18-Sept 10:00 - 11:30

25-Sept 10:00 - 11:30

02-Oct 10:00 - 11:30

09-Oct 10:00 - 11:30

16-Oct 10:00 - 11:30

23-Oct 10:00 - 11:30

30-Oct 10:00 - 11:30

06-Nov 10:00 - 11:30

13-Nov 10:00 - 11:30

Weekly training sessions for assistance with Space Survey

Weekly training sessions via Zoom will be available during the Annual Space Survey to answer any questions.

Check-ins System Admins will be doing check-ins with Strategists every 3 weeks to review survey progress and other updates


VISIT SPACE.UCSF.EDU

35

2019 Space Survey Resource!

F&A Tools and Training!


VISIT SPACE.UCSF.EDU

35


ARCHIBUS ADMINISTRATORS

• UCSF Real Estate is the campus resource for all Campus Archibus Users.• System Access• System Training

• How to reach [email protected]

Phone: Bob Pizzi: 415-476-6510 Craig Culver: 415-476-4429 Lisa (Lettau) Rolfsness: 415-502-6446 Ritesh Khanna: 415-502-3341

36


F&A MODIFIED SURVEY


FACILITIES AND ADMINISTRATIVE (F&A) SURVEY

• What is an F&A Survey?An F&A survey is a way to identify how space is

used for development of F&A rates. • Why is an F&A survey needed now?

To collect data for the official (2019-20) based F&A proposal.

• Will this be done every year?F&A functionalization is not expected to be included

each year, application will be strategically reviewed and determined. This year and next surveys are expected.

38


WHY IS THE F&A SURVEY IMPORTANT FOR UCSF?

• UCSF receives reimbursement for space (facilities) and administrative related costs based on a Facilities and Administrative (F&A) Rate

• F&A Rates base allocation of space (facilities) costs according to details of how space is utilized

• Space Allocation is based on either general department detail or specific departmental assignment

• Recovered costs are used to support building debt payment, operations and maintenance of facilities, sponsored project support and more

• Continued assessment of F&A space detail is necessary to optimize campus F&A rate(s) and related recovery

39

2016-17

$250 Million

2017-18

$260 Million

2018-19

$280 Million


2019 F&A SURVEY POPULATION

• Selected departments need to identify activity by function with funding support for research rooms including wet and dry labs and supporting rooms

40

Division Division Abbrev Division Division Abbrev1 102004 M_Anatomy 12 140020 M_Neurology2 115001 M_Biochemistry and Biophysics 13 123010 M_ObGyn, Reproductive Sciences3 104014 M_Cardiovascular Research Inst 14 142060 M_Pathology4 106028 M_CMP (Cellular Molecular Pha) 15 136200 M_PEDIATRICS5 128045 M_Diabetes Center 16 133100 M_Psychiatry6 112100 M_Epidemiology & Biostatistics 17 147100 M_Radiology7 143100 M_HDF Comprehensive Cancer Ctr 18 114083 M_Regeneration Medicine8 110058 M_IND (Neurodegenerative Dis) 19 148200 M_Surgery9 138300 M_MEDICINE 20 334030 P_Bioengineering10 129070 M_Microbiology and Immunology 21 333019 P_Pharmaceutical Chemistry11 121085 M_Neurological Surgery


KEY 2019 F&A SURVEY POINTS

• Space Coordinators in Departments selected for specific functionalization may draw on additional support for help defining specific activity and funding (for example MSO’s, Lab coordinators and PI’s)

• F&A Focus Group Training Sessions will provide additional details and training for selected departments, including those expected to be involved support• Follow up working sessions will be scheduled to support

completion for included departments• For questions related to F&A see the Budget & Resource

Management Team.• Darryl Lim, Morissa Gleichenhaus, Garret Jang (+others)

41


QUESTIONS & ANSWERS

42

a space survey –2019...ready in progress submitted-pending approval ... at the end of the f&a...

Documents