2018 SoM Space Certification Training - Stanford...

Presented by:

Office of Facilities Planning & Management

And

Department of Research (DoR)

Welcome2018 SoM Space Certification Training

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Did you sign in?

Introductions

Certification Impacts

Space Certification Training – OFPM 20 mins

Functional Use Coding and Why - David Ida ORA/CMA 20 mins

Certification Timeline - OFPM 5 mins

AGENDA

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What we want to share with you...

AGENDA

Campus for Innovation & Technology

>9,000 rooms1.7M nasf2,600,000gsf88 Buildings

COMING SOON1701 Page Mill Chem-HSNIBMI-1Redwood CityCAM

SUMCBMI-1

Chem-HSNI

CAM

Space Certification Training 3FY 2018

Why is Space Certification Required?

Government Funding to SoM

SoM Revenue Sharing Space Cost Component

Track SoM Leased Property >$40M

SoM Utilities, Maintenance & Operating costs >$110M

Internal and External Audit Agencies review iSpace data

CIRM Funding

Inter Entity Lease Agreement > SHC, LPCH and SoM >$7.0M


UPDATE Why is Space Certification Required?


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SoM Revenue Sharing Space Cost Component


Room Types and Cost Categs

8/2/06

OB Space Costing - Schedule 3B - Research Space Only

Room Types Included in the Reported Costing Categories

Costing Categories Not Included

Costing CategoryClassroomAdmin OfficeLibraryResearch LabClass LabOther IncludedExcludedUnidentified

Only % Coded to Function Use R & LOnly % Coded to R & LOnly % Coded to R & LOnly % Coded to R & L100% of RoomsOnly % Coded to R & LOnly % Coded to R & L

Rm Type Codes111 Seminar Rm081 Inactive-Unassigned411 Lib Study Seats-Uncontrld251 Lab Research, Wet210 Class Lab578 Diagnostic Laboratory010 Mechanical611 Auditorium

112 Lecture/Seminar Rm082 Under Alteration412 Lib Study Seats-Controlled252 Lab Research, Dry215 Class Lab Service760 Hazardous Materials011 Duct Space615 Assembly Facil. Service

113 Lecture Rm266 Sound Control Rm413 Library Study Rm253 Lab Research, Basic220 Open Lab811 Patient Rm012 Janitor's Closet616 Public Phone Booth

114 Amphitheatre311 Office - Administrator(s)415 Library-Misc Rm255 Research Lab Service225 Open Lab Service822 Patient Bath With Shower013 Electrical Equip Rm633 Pantry/Kitchenette

115 ClassRm Service312 Office-Admin Staff421 Library-Open Material256 Cold Rm263 Morgue823 Patient Toilet Only014 Mechanical Equip Rm636 Servery

116 Auditorium313 Office-Profess Staff422 Library-Closed Material257 Constant Temp Rm530 Media Production824 Patient Shower015 Telephone Equip Rm999 Unknown Rm Type

885 Education Rm315 Office Service431 Library-Service258 Equip/Instrument Rm530 Media Production833 Utility Rm016 RestRm, Men's

320 Department Circulation441 Library-Tech Processing259 Fume Hood Rm531 AV/Radio/TV Facility835 Record Rm017 Public Shower

321 Office-Faculty/Lecturer451 Library-Related Office260 Glass Wash Rm535 Audio/Visual Rad/TV Serv851 Treatment Rm018 RestRm, Women's

322 Office-Student261 Chemical Storage Rm550 Demonstration852 Examining Rm019 RestRm, Unisex

326 Office-Emeritus Faculty262 Iodination Hood Rm853 Therapy Rm020 Circulation Area

351 Conference Rm264 Special Procedure Rm855 Dressing Rm040 Structural

355 Conference Rm Service265 Dark Rm856 X-Ray Treatment Rm083 Unusable Area

366 Office-Post Doc. Fellow268 Tissue Culture Rm857 Viewing Rm084 Unfinished Area

367 Office - Visiting Scholar269 Warm Rm858 Observation Rm085 Unfinished/Temp Storage

368 Office Rsch Assoc/Rsch Engr570 Animal Quarters859 Consultation Rm

369 Office Physician Speciali572 Autoclave861 Hospital Laboratory

461 Department Library573 Irradiator862 X-Ray Diagnosis

631 Cafeteria/Dining Area574 Animal Procedure Rm864 WorkRm

632 Snack Bar575 Animal Quarters Service867 Kitchenette

650 Lounge576 Animal Surgery Rm868 Computer Rm

680 Meeting Rm577 Animal Surgery Support871 Miscellaneous Storage

685 Meeting Rm Service580 Greenhouse873 Linen Supplies

690 Locker Rm585 Greenhouse Service881 Public Waiting Area

691 Staff Lounge711 Data Process/Comp Fac883 Patient Reception

730 Central Storage712 Specialized Computer Rm890 Health Care Facil. Shower

733 Storage Rm, General713 PC Cluster Rm895 Health Care Facil.Service

735 Central Storage Service715 Data Process/Comp Serv911 Sleep/Study without Bath

762 Department Shower721 Shops920 Sleep/Study with Bath

725 Shops Service937 Storage Room

985 Employee Living Qrtrs.

728927931156132

&L&D&C&F&R&N

• Space Coordinators attend biennial training in even number years

• DFAs attend training every 4 years in even number years

• Departments may not loan space to non-SoM organizations

• Departments must notify OFPM before an Interdepartmental space loan

• Room updates must be made in accordance with the following deadlines- within 2 weeks after a renovation is completed

- within 2 weeks after new space is assigned

- within 2 weeks after a space loan is agreed to

- within 4 weeks after moving into a new building

• Dean’s Space Committee has space standards and guidelines for assignment of space

SoM Space Policies


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• Attend Training – One time iSpace and Biennial Certification Training

• Adhere to space updating policies and requests from OFPM

• Talk to DFA regarding PI funding, renovations and room changes

• Run and print FY Room Detail and walk your space

• Update iSpace to reflect changes

• Sign Certification Report

• Maintain Space Binder (4 years of signed Certification Reports, Lab rosters, etc)

Space Coordinator Responsibilities


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• Space Training – iSpace and Quadrennial Certification

• Discuss changes with Space Coordinator including SoM faculty and staff in hospital locations and hospital staff locations in SoM buildings

•Discuss room/space loans with OFPM

•Adhere to Space policies

•PI Room Assignments

•Staff Changes/Moves

•Renovations

•Research Funding

• Review Certification Report

DFA Space Responsibilities


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1. Run and print Fiscal Year Room Detail report in iSpace for your Org Code and the current Fiscal Year

2. Walk your space and make notes regarding changes

3. Email or interview your faculty regarding the Functional Use

4. Update room records in iSpace, based on walk-through

5. Print Certification Report and review with DFA

6. Update based on DFA review and re-print Certification Report

7. Space Coordinator signs Certification Report and sends e-mail to CMA, Department Chair, DFA and SoM/OFPM

Space Certification Process

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REMINDERS

• Space being held for faculty recruits should be coded inactive ‘E’ and assigned to TBA, not to SoM CHAIR or DIRECTOR

• Make certain all of your space is assigned to your department

• UPDATE “Loaned by Department” status for rooms you are loaning or borrowing

• Make Functional Use consistent with the use of the space

• Are your Room Types coded correctly? (e.g. 082, 251, 252, 253, 321, 369)

• Add Clinician Educators’ names as PI for rooms they occupy (Room Type 369)

• Department common space should be assigned to the Chair or Division Chief

e.g. Room Type 461, Departmental Library - SOM CHAIR, BIOCHEMISTRY

• Add occupants to the Space Occupant field in the Maintain Contact Page

• Update Functional Use for Room Type 320 in hospital buildings

• SHC/LPCH staff in SoM buildings, use hospital org codesand Functional Use N

All SoM owned and leased buildings, updating both SoM and Hospital occupants

Note: Update your Clark Center rooms for Functional Use and Research Explanation, not % of rooms or PIs. Questions, contact Tim Gadus or Paula Quintero

Any space in University, SHC and LPCH owned and leased buildings, occupied by SoM Faculty & staff.

Will be testing monthly hospital data loads

What Rooms Do You Update in iSpace?

New Neuroscience Health Center

Stanford Redwood City Campus


HHMI and Space - Changes for September 2018HHMI Investigators at Stanford


HHMI and Space for September 2018

HHMI instituted changes in 2015 to its space support practices,

1.For nearly all continuing HHMI Investigators and for all new Investigators to be selected in future competitions, the Institute will support actual assigned laboratory and administrative space up to but not exceeding 2,500 net square feet (nsf).

2. For the subset of Investigators with the largest current HHMI budgets (> $1mil), the cap on supported space will be 3,000 nsf.

It is important to note that space assignments are made by each host institution. Many HHMI Investigators have a larger research program than can be supported by their HHMI research budget. Such additional research activity is obviously supported by other funding sources. Many of those sources provide indirect costs to the host institution and HHMI does not share in that funding stream. HHMI has always permitted its Investigators to occupy non-HHMI-supported space in addition to their HHMI-supported space and this policy will be continued.

CONTACT JOHN KENNEDY IF YOU HAVE QUESTIONS ABOUT YOUR HHMI INVESTIGATORS’ SPACE


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FUNCTIONAL USE CODES

A Departmental AdministrationC Other Institutional Activities

D Dormitories and Housing & Dining Services

E Inactive

F Specialized Service Facility - only VSCG General & Administrative - only University Administration

I Instruction

L Departmental Research

M Operation & Maintenance

N Auxiliaries, Hospital & Non-Stanford Entities

P Patient Care

Q Sponsored Projects Administration

R Organized Research

S Student Administration & Services

U University Libraries

X Temporarily Unassignable


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* Who used the space* How the space was used, e.g., “Dr. Smith’s NIH grant”* How the Functional Use coding was determined* How the Percentage of Use was determined* The name of the occupants or persons familiar with the use

The federal government specifies time retention requirements. Documents should be retained for three years after the calculated Indirect cost rate is submitted, or until all litigation, claims or audit findings involving the records have been resolved. [A-110, Section 53 9g]

The objective of documentation is toallow an independent person

to review a departments space and tounderstand the basis for its coding.

Documentation for Organized Research

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Organized Research is research and development activity that is either Sponsored Research funded by a grant, contract or cooperative agreement with federal and/or non-federal sponsors or University Research as defined in Stanford’s policy on “Classification of Sponsored, University, and Departmental Research”.

This should be coded to Function Code “R”

Clinical Trials are Organized Research

Departmental research means research, development and scholarly activities that are neither sponsored research nor competitively awarded University Research. This research may be funded by unrestricted operating budget, gift, endorsement, or affiliate funds i.e., any funds except an externally-funded sponsored grant, contract or cooperative agreement, or internally-funded, University-sponsored project.

This should be coded to Function Code “L”

Patient Care activities are those associated with the diagnosis and treatment of patients, which are not related to Instruction, Departmental Research or Organized Research. Patient Care is clinical and generally is reimbursed from a health-care provider.

This should be coded to Function Code “P”.

Clinic or SHC work done by Faculty or University employees in your academic department space is

coded P - Patient Care.


Auxiliaries, Hospital & Non-Stanford Entities related space is used for activities that are not directly related to teaching, research, administration, or other institutional activities. This category applies to auxiliary enterprises (private vendor Cafes), Stanford Health Care and non-Stanford entities (e..g. HHMI).

This should be coded to Function Code “N”


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PATIENT CARE - PEOPLE AND PLACES

Space occupied by SoM Faculty and staff, engaged in hospital patient care, should be coded to their department org code and Func Use P - Patient Care.

Space occupied by Hospital staff should be coded to their hospital org code and Func Use N – Non Stanford.

Clinical trials are Functional Use R-Organized Research


Room Type 320 in Hospital Buildings

To Do List for 2018 - Room Type



Room Type 320 in Hospital Buildings

430 Broadway


Room Type 320 in Hospital Buildings430 Broadway

2CIRC04 should be coded to match the Functional Use in the office spaces.If offices are P-Patient Care and Admin, split RT 320 with the same percentages.



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ROOM TYPE 253 Lab – Research, Basic

SoM has more then 300 Room Type 253

Lab used primarily for professional research and observation; data gathering; computational/theoretical or structured creative activity within a specific program(s).Room has no and/or extremely limited use of chemicals and/or toxics and the resulting special equipment needs. This room may have lab benches, or may be setup with workstations, work tables or other furniture.Includes computer lab rooms, layout/workrooms and interview/observation rooms used for research.

Please add desk counts for the entire room. These are typically built-in casework like lab benches.

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ROOM TYPE 253 Lab – Research, Basic

RT 251 Lab RT 251 Lab

RT 253 Lab Basic RT 253 Lab Basic RT 253 Lab Basic

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To Do List for 2018 - Room TypeROOM TYPE 253 Lab – Research, Basic

Please add DESK Counts

Add desk counts

FY18 Organized Research Documentation

• Documentation allows an independent person to review a department’s space and understand the basis for OR coding in the non-office (lab) space.

– This documentation is critical, because the space inventory is subject to Government (DCAA) audit many months after the certification.

• What we want to know:– Which rooms the Primary Investigator (PI) was using– The PI’s estimated percentage for each functional activity in the space– What research was done, e.g. Award # (PAAAA) or “NSF grant for…”– If not the PI, the name of other person knowing the use of the space– If source other than the PI, how Functional Use coding was determined– Also, the names of the occupants of the space (where possible)


FY18 Organized Research Documentation

• In FY18 we will document the functional use of lab space as determined by the responsible Principal Investigator (PI) through the use of either...

– the Organized Research Documentation Form,– or the PI Email Interview Guide. – At a minimum, one form or email is required for each PI– Copies must be submitted to CMA by Sept 30, 2018– See SII Appendix C

• Use existing documents to support coding whenever possible,– Copies should be kept with the OR Doc Forms

• sponsored project lists, (or project/PTA data)• graduate and RA appointment sheets• room sign up logs or rosters

• I can provide a FY18 Sponsored Projects List for your department:– Excel file of all sponsored projects by PI with expenditure data


Organized Research (OR) Function ‘R’

• ORGANIZED RESEARCH is space used for two major categories of activity (SII page 21):– 1) Sponsored Research:

• Government and Non-Government grants and contracts• Also includes Research Participation Agreements (RPA’s) and

Research Training Grant activity– 2) University Research:

• University funds for individual projects that are specific accounts• Also includes cost sharing and OTL funded research

• This is directed research with a defined work statement and formal report.

• Non-office space in support of OR for administrative activities performed by researchers (reports) and others (e.g. accounting) should be coded to OR.


Departmental Research (DR) Function ‘L’

• WE MUST CHECK FOR THE FOLLOWING:– (Especially if the PI has other non-sponsored PTAs in their name.)

• On-going independent research unrelated to any sponsored or university research activities (SII page 20). Uses department funds (e.g. operating budget, unrestricted gift funds, research affiliates) and is not unique research award.

• Research done with ‘seed monies’ provided by a school or dept to initiate research that may later become funded (for new PI).

• Departmental funds provided to carry on research while in-between active sponsored projects or grants.

• DR is NOT to be confused with Cost Sharing, either:‘Committed cost sharing’ or ‘Voluntary Uncommitted Cost Sharing’


OR vs DR Accounts• Sometimes the only distinction between OR and DR activities is the source of

the funding for the research project.

• The best way to differentiate is to look at the Award Number:– Sponsored Awards are PAAAA to WZZZZ.– Other Awards are AAAAA to NZZZZ, XAAAA to ZZZZZ.

• List at http://fingate.stanford.edu/staff/resources/job_aids.html– Select Account Structure: Stanford’s Chart of Accounts– Then select the Award Range Table

– If you have Oracle access, you can also look at the TASK SERVICE TYPE attribute field:

• OR is “SPONSORED_RESEARCH”, “UNIVERSITY_RESEARCH”• DR IS “INSTRUCTION_AND_DEPT_RSCH”


Research Space Functional Coding• Space functional use coding is based on the activities in the room.

– The funding of the activities may help determine the coding, however…– The room coding should NOT be based solely on the source of the

SALARIES of the researchers in the room. (Why? Voluntary Uncommitted Cost Sharing.)

• Illustration:

• A room is determined to be a Research Lab (Room Type Code 251) used 100% for Dr. Smith’s NIH-funded research.

• The sole occupant of the lab is a Research Assistant (RA) who receives half of his salary from the NIH-funded grant and the remainder from a fellowship.

• In discussion with Dr. Smith, it is determined that while in the lab the RA’s activities are 100% supporting the sponsored project.

• In this case, the occupant’s salary funding is NOT an accurate reflection of this room’s activities; the function benefiting from the use of this room is 100% Organized Research-Function Code “R”.Space Certification Training 31FY 2018

• Coding of a lab with 2 sources of funding:

– A lab is used for research and the PI is funded 80% by an external sponsor and 20% by the department budget/gift.

– If the operating budget portion supports the sponsored research activities (Voluntary Uncommitted Cost Sharing):

• 1. during the active sponsored funding period, the room should be coded 100% to OR.

• 2. before or after the active sponsored funding period (except for cost overruns), the room is coded 100% to DR.

– If the operating budget portion does NOT support the sponsored project activities, the room should be coded partially to OR and DR depending on PI estimates of functional activities. If PI estimated level of effort is different from the funding levels, use the activity estimates.

Research Space Functional Coding


• Why we look at the activities in the room:

– A laboratory room is used for a sponsored research project. Is the room 100% OR?....At first glance, yes. However…looking at little further…

• The PI, a technician, and two Research Assistants work in the room. The PI also teaches, but the PI’s presence in the lab is to conduct research, not to grade papers, which the PI does in the office. The RAs and technician are present to conduct research for the PI. So far, so good…

• However, in this case, the RAs are also TAs (unpaid) who hold a scheduled study lab session for their class in this lab room. Any non-research activity, if it occurs, should also be reported by function in coding the room.

• Thus a portion of the room should to be coded to Instruction, if measurable, even though the funding of the PI activities in the room is all through the sponsored project.

– As always, the use of space should occur with regularity rather than sporadically in order to estimate a reportable percentage of use.

Research Space Functional Coding


Special Situations• Proposal Writing is NOT research (if not done in office) coding:

– for a grant or contract is coded to Dept Admin (DA) - Function ‘A’– for a gift is coded to Other Institutional Activities (OIA) - Function ‘C’

• Visiting Scholars and Emeritus Faculty Space:– Visiting Scholars with their own funding are coded to OIA– Emeritus Faculty not working are coded to OIA

• However, if working, code as normal

• Coding Academic Service Centers (see SII page 37)– Functional coding is determined by revenue after year end

• Measurable fundraising is coded to OIA


Finally…• What about future changes?

– UPDATE AS THEY HAPPEN WITH NEW TIME PERIODS!

• Thank You...

• For your time...

• And all of your efforts!!!


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3. Choose Time Period for appropriate Fiscal Year

1. Choose Org Code

4. Click the “Search” button

2. Choose Open and Deactivated

Note: Time Period for current Fiscal Year displays the complete history of all rooms a department has occupied.

FY Room Detail Report aka Walking Report


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5. Choose FY Room Detail Report



3838


Confirm all rooms you occupied in the FY are in the report

3939

Room Changes


4040

Room Changes


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Enter Org Codeand Fiscal Year

Note: If you are using the division level Org. Code to run the Certification Report, someone MUST review the Parent Level Org down to the division level.

Certification Report

4242

CALC SQ FT is an annualized square footage = size of room times the percent of the year you occupied the room e.g. 100nasf room for 6 months = 50nasf

This report lists your space first, then the signature page, and finally a list of other departments’ pieces of rooms they share with you.



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Space Coordinator signs and dates



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If you receive iSpace e-mail notifications regarding your room assignments, be certain to:

1. Read the iSpace e-mail2. Click on the room link in the e-mail to view the room in iSpace3. Ensure YOUR assignment was not changed by the department that made changes to the room 4. If the changes did effect your assignment and they are correct, re-run the Certification Report 5. Sign and date the new report6. Dispose of old Certification Report7. Place the new copy in your FY 2018 Space Inventory file.

Space Coordinators must send the certification emails to the following before 10/8/18:

[email protected] - CMAcc: Department ChairCc: DFAcc: [email protected] - SoM/OFPM

After You Certified Your Space


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NOTE: The signed Certification Report must be kept in your Department Space Binder 4 years

Sample Email:

I certify that I have reviewed the Space Certification report for XXXX, Department XYZ, and verify that the occupancy and use of the space is correct to the best of my knowledge.

FY 2018 SoM Space Certification Deadline:

September 30, 2018Space Coordinator must send an email by Monday October 8th stating your space has been reviewed and certified for FY 2018

e-mail to [email protected] (ORA/CMA) cc must be sent to the Chair of your department cc to DFA cc [email protected] (OFPM/SoM)

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OFPM Web Site

http://med.stanford.edu/medfacilities.html then go to “Space and Assets”Space Certification Training 46FY 2018

http://med.stanford.edu/medfacilities.html

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iSpace Drop-In SessionsAlway M206 Computer Lab

Thursday August 9th 10-11:30Friday August 17th 10-11:30

Wednesday August 22nd 10-11:30


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Archibus is ComingOctober 2018


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Contact List for AssistanceRoom Numbering, Room Measurements, Floor Plans and iSpace Access

• ORA/CMA - Space CodingDavid Ida725-7565 dida@stanford

• SoM - Facilities Planning & Management Tim Gadus498-4426 timgadus@stanford

University Space Policies & Guidelines

• SoM - Facilities Planning & Management Paula Quintero724-7360 [email protected]

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Helpful URLsiSpaceiSpace.stanford.edu

Space Inventory Instructionshttps://doresearch.stanford.edu/policies/space-inventory

Office of Facilities Planning & Managementhttp://med.stanford.edu/medfacilities.html

Award Range Table https://stanford.app.box.com/v/fingate-award-range

Space Occupant Link iSpace.stanford.edu click on “Occupants”

Stanford Building Searchfims.stanford.edu

OMB Circular A21 – Stanford Presentation https://www.google.com/search?client=safari&rls=en&q=www.stanford.edu/dept/Internal-Audit/++https://www.whitehouse.gov/omb/circulars_a021&ie=UTF-8&oe=UTF-8

http://med.stanford.edu/medfacilities.html

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Please complete the Space Certification Training Survey

https://stanfordmedicine.qualtrics.com/SE/?SID=SV_5bWd7q1zeuiIpz6

QUESTIONS???

Slide Number 1Slide Number 2Slide Number 3Slide Number 4Slide Number 5Slide Number 6Slide Number 7Slide Number 8Slide Number 9Slide Number 10Slide Number 11Slide Number 12Slide Number 13Slide Number 14Slide Number 15Slide Number 16Slide Number 17Slide Number 18Slide Number 19Slide Number 20Slide Number 21Slide Number 22Slide Number 23Slide Number 24Slide Number 25Slide Number 26FY18 Organized Research DocumentationFY18 Organized Research DocumentationOrganized Research (OR) Function ‘R’Departmental Research (DR) Function ‘L’OR vs DR AccountsResearch Space Functional CodingSlide Number 33Slide Number 34Special SituationsFinally…Slide Number 37Slide Number 38Slide Number 39Slide Number 40Slide Number 41Slide Number 42Slide Number 43Slide Number 44Slide Number 45Slide Number 46Slide Number 47Slide Number 48Slide Number 49Slide Number 50Slide Number 51Slide Number 52

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