Fall 2014 Kathy Dobbs, Controllers Department Kelly McCool,
Facilities Planning & Management Space Survey Training 1
Slide 2
Agenda Why is a space survey necessary? Who is involved in the
space survey? What do the functional categories mean? How do I
calculate the % of functions? What are the governments concerns?
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Slide 3
Why is a space survey necessary? The survey supports the
development of the institutions facilities and administrative
(indirect) rate proposal. The process of assigning institutional
space into federally- defined functional categories is based on the
usage of the space. The results are used to calculate the
percentage of space that is used to support sponsored organized
research (OR), sponsored instruction/training (SP INSTR), and other
sponsored activities and public service/extension (OSA). The survey
is used to allocate buildings and equipment depreciation, capital
interest, and operation and maintenance costs. 3
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Who should be involved with the space survey? Space
Coordinators front line Act as primary department contact Gather
information on functional usage of the space Need first-hand
knowledge of activities in the room or MUST interview
occupants/users Be the key link to the Principal Investigators
(PIs) Ensure all departmental accounts/sponsored projects are
represented in the survey Ensure all departmental space is
represented in the survey Is any new space missing? Departmental
Chairs Provide support for the process Knowledge of activities in
the space Principal Investigators Knowledge of activities in the
space Knowledge of users of the space 4
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The space survey process Start early a space survey done
correctly takes time! Review instructions and definitions before
starting Gather supporting information: eData custom report
Salaries for Space Survey, EASE forms, list of faculty, graduate
assistants, floor plans, etc. The space survey should try to
reflect the activities for all of fiscal year 2015. Space survey
opens for departmental entry on September 2, 2014 Space survey
needs to be submitted on or before October 31, 2014 Space survey
data reviewed and validated by FP&M by December 31, 2014 Space
survey data reviewed and validated by Controllers Department by
January 31, 2015 5
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What space is included? Usable square feet (net assignable),
excluding common areas such as hallways, stairwells, restrooms
However... Research equipment housed within circulation space of a
suite should be reclassified as assignable square footage Support
rooms Code like the rooms they are supporting
Alteration/Renovation/Vacant Areas Do not code with a function
unless space will be occupied by June 30, 2015. Make sure ALL new
space to be occupied by June 30, 2015 is on your space survey;
contact Kelly McCool if it isnt. New space may need to be manually
tracked. 6
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Types of space Single function space Supports one function
Assigned 100% to the function; most non-academic administrative
offices such as purchasing, payroll, human resources, residence
halls, libraries. Multiple function space Space used in support of
more than one function Should be allocated to the individual
functions performed in each room on the basis of usable square feet
of space Should be allocated to benefitting functions on FTE or
salaries and wages basis (called jointly used space) 7
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Types of room occupants Very important to know who actually
occupies a room prior to assigning the space to functions, as well
as the funding sources for those people. Occupant types can change
the room function assignment depending on how they are funded.
FacultyPost docs Faculty emeritusGraduate students Professional
researchersUndergraduate students Research assistants and
associatesVisiting Professors Others?? 8
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How do I determine the functional percentages for space? Each
room should be analyzed and assigned a percentage of use for each
of the different functional activities taking place. Identify
occupants using room, whether they are paid or not Determine
employees salary attributed to activities taking place in the room
Determine function associated with each employees salary Use the
eData Salaries for Space Survey report Calculate a percentage for
each function in room based on salaries associated with activities
Goal is for SPACE to match the BASE (salaries) 9
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Functional definitions Extremely important consistent
understanding of the definitions among the academic departments and
units. This is organized research This is organized research!
Agronomy Department Chemistry Department 10
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Functional definitions For sponsored projects and activities
(4xx and 6xx accounts), how do I know what functional category to
use? Use the eData Salaries for Space Survey custom report. Each
sponsored project account number is assigned a Higher Ed Function
Code that defines the functional category of the sponsored project.
Note: Each account can only be given one Higher Ed Function Code
and the function with the largest percent of project activities is
used. Use the custom report listing to identify the functional
definition for your sponsored projects. Remember... Space must
match base (salaries). 11
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Example Dr. Z has two projects being conducted in his lab. He
spends 10% of his time while in the lab on Project A (the account
is coded as organized research) and 20% of his time on Project B
(the account is coded as other sponsored activities and public
service/extension). Dr. Z also has two grad assistants and they
both work 100% of the time on Project A. Dr. Zs salary is
$100,000/year and his grad students earn $10,000/year. Project A
salaries Dr. Z=$10,000; Grad Assistants=$20,000 Project B salaries
Dr. Z=$20,000 Total salaries in the room = $50,000 Organized
Research = $30,000 or 60% Other Sponsored Activities = $20,000 or
40% 12
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Other considerations Need first-hand knowledge of activities in
room or MUST interview occupants/users. Dont make assumptions on
space use based on room type research lab is NOT 100% research,
faculty office is NOT 100% instruction, etc. Dont make assumptions
based on position description graduate assistant is NOT necessarily
Organized Research. 13
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Space survey functions 14
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Functional definitions ORGANIZED RESEARCH (ORG RES) Research
and development activities that are separately budgeted and
accounted for. It includes the following: Sponsored Research -
Funded by grants and contracts from federal, state, foundation or
other external organizations (aka sponsored programs). Required a
proposal or other application to obtain funding. University
Research - Funded with University funds, which are separately
budgeted and accounted for under an internal application for
institutional funds. 15
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Functional definitions SPONSORED INSTRUCTION AND TRAINING (SP
INSTR) Specific instructional or training activities funded by
grants and contracts from federal, state, foundations or other
external organizations (aka sponsored programs). ISU does not have
very much sponsored programs activity that meets this functional
definition. This category does NOT include sponsored training of
individuals in research techniques (commonly called research
training) as these activities should be coded as organized
research. 16
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Functional definitions OTHER SPONSORED ACTIVITIES AND PUBLIC
SERVICE/EXTENSION (OSA) Programs and projects funded by grants and
contracts from federal, state, foundations or other external
organizations (aka sponsored programs). Involves the performance of
work other than instruction/training or organized research -
Usually includes public service type programs. Major OSA sponsored
projects/programs are within the ISU Extension and Outreach Unit
but could exist elsewhere. 17
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Additional required information on space survey Sponsor funded
activities: Organized Research Sponsored Instruction and Training
Other Sponsored Activities and Public Service/Extension Require
completion of these additional fields on the space survey:
Principal Investigators # of Graduate Students Account #s These
would be the sponsored program account numbers, and the University
funded research projects and cost share account numbers 18
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Additional information required for sponsored activities
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Functional definitions OUTSIDE AGENCIES (OUT AGNCY) Use this
function if the space is used by non-University businesses and
organizations on a consistent and long-term basis, such as a lease
arrangement. This includes space used for Ames Lab projects and
Ames Lab activities in ISU academic departments space. Note that if
the Outside Agencies function is selected, the user must also
identify what kind of agency is using the space (federal, state,
local (govt.), non-profit or for-profit). This is NOT the correct
function for temporary visiting researchers or non-ISU paid
researchers. 20
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Other functional categories Instruction/Departmental Research
(INST) Informal university funded research, class space, academic
advising, teaching labs, GA/TA office space. Fee for Service
Centers (SERV CTR) Service/recharge centers located within academic
and research units providing goods to primarily other University
departments. Examples would be testing services and copy centers
(account numbers start with 202). This does not include: service
centers established by auxiliary services (for example, Bookstore
would be AUX SER); FP&M (would be O&M); Library (would be
LIB); and administrative support for the entire university (for
example, Postal and Parcel Services would be UNIV ADMIN).
Departmental Administration (DEPT ADMIN) Administrative activities
of Deans and Departments that support common or joint objectives
related to instruction, research, and other sponsored activities.
Support includes administrative duties such as personnel,
accounting, IT, budget, etc. General University Administration
(UNIV ADMIN) Administrative activities/central support for entire
University, such as the Provost, business services, student
accounts receivable, human resources, mail services, etc. 21
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Sponsored Projects Administration (RES SUP) Units primarily
established to administer sponsored projects. Activities would
include central admin proposal review, contract negotiation,
sponsored accounting and compliance. Student Services
Administration (STU SER) Activities related to the administration
of student affairs and services to students. This would include
dean of students, admissions/registrars, counseling and placement
services, and student group advisors. Auxiliary Services (AUX SER)
Athletics, University Bookstore, ISU Center, Memorial Union,
Parking System, Reiman Gardens, Department of Residence, ISU
Dining, Student Health Center, and Recreational Services. Library
(LIB) Activities that directly support the operations of the
central library system. Other functional categories 22
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Other Institutional Activities (OIA) Includes non-sponsor
funded extension activities. Also includes service/recharge centers
for primarily external customers. This is the catch-all for
activities that dont fit anywhere else. Operation and Maintenance
(O & M) Includes activities that operate, maintain, preserve
and protect the universitys facilities. Includes space assigned to
janitorial services, mechanical uses, public safety, risk
management, grounds care, utilities, FP&M management, central
stores, environmental health & safety, etc. Other functional
categories 23
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Post survey checks & other considerations Do analysis to
determine if total organized research space is reasonable Dept
salary % vs. Dept space % Review all areas coded as 100% ORG RES,
SP INSTR, or OSA If class work done in space (grad student
offices/desks, work on thesis) or used for class
presentations/teaching, then space cant be 100% ORG RES. ORG RES,
SP INSTR, or OSA space but no sponsored awards or sponsored
salaries. Space should NEVER be coded the same (80%/20% splits) for
all research labs. Consider coding faculty office space like 100%
of time is spent based on effort/time. Possibly use effort
reporting (EASE) form? Non-ISU paid/visiting researchers should be
factored into ORG RES percentage; may need to impute unpaid salary
amount 24
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Government concerns Rooms should be surveyed by individual with
knowledge of its use. Space coordinator attended appropriate
training. Survey should reflect usage for entire fiscal year. Space
matches base (salaries). Visiting professors and emeritus faculty
are not ORG RES unless funded from ORG RES projects. Seed money and
department funded research are not ORG RES. Pay special attention
to GRAs, students in the space, how they are funded, and how much
time they spend in the room. Desks for GRAs in research labs
determine what activities they are doing at those desks.
Documentation available that supports functional percentages.
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Questions For questions related to space survey functions and
percentages, contact Kathy Dobbs 294-6653 or [email protected].
For questions related to space survey access or mechanics, contact
Kelly McCool, 231-1968 or [email protected]@iastate.edu
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