2 Purposes Workload Planning New and Updated Room Types
Specific Issues Service Rooms, Split Rooms, SSF/Recharge Cen
Reporting Schedule Resources / Contacts
Slide 3
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
Slide 4
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
Slide 5
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
Slide 6
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
Slide 7
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.
Slide 8
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
Slide 9
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)
Slide 10
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
Slide 11
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
Slide 12
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
Slide 13
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
Slide 14
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
Slide 15
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
Slide 16
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
Slide 17
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
Slide 18
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
Slide 19
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
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
Slide 22
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
Slide 23
23
Slide 24
24
Slide 25
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.
Slide 26
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
Slide 27
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.
Slide 28
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.
Slide 29
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
Slide 30
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
Slide 31
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
Slide 32
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
Slide 33
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
Slide 34
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
Slide 35
35 Occupant #1 has his own funding If all activities were
taking place in this room, split by PI
Slide 36
36
Slide 37
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%
Slide 38
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.
Slide 39
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.
Slide 40
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
Slide 41
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
Slide 42
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
Slide 43
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
Slide 44
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
Slide 45
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
Slide 46
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
Slide 47
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
Slide 48
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