Presentation Transcript

1. Space Survey – 2014Presentation Overview New for This Year Specific Issues Schedule/Contacts
2. Space Survey – 2014New This Year WebSpace Changes View Employee/Account
3. Space Survey – 2014New This Year WebSpace Changes Assignment – change both IC and surveyor at the same time Occupant screen – Current field renamed Currently Occupied
4. Space Survey – 2014New This Year WebSpace Changes Survey summary popup Prior year %s on survey screen
5. Space Survey – 2014New This Year WebSpace Changes Reporting – filters and prior year (archive) option Print Form enhancements Download to Excel Prepopulate account and occupant information (specify number to display) Delinquent alerts
6. Space Survey – 2014New This Year New Room Types 345 – Office Service Corridor Space 358 – Break Room/Kitchenette New Service Room Types 315 – Office Service 325 – Admin Office Service 335 – Faculty Office Service 345 – Office Service Corridor Space 355 – Conference Room Service 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.
7. Space Survey – 2014New This Year Space Datamart (VERSA/RAPS) Reporting Additional reports-Space Reports
8. Space Survey – 2014New This Year Space Datamart (VERSA/RAPS) Reporting Additional reports - Current Space/Inventory Only Additional reports - IDC Function Reports
9. Space Survey – 2014New This Year Space Datamart (VERSA/RAPS) Reporting Additional reports – Multiple Year reports Additional reports – Occupant Reports
10. Space Survey – 2014New This Year Space Datamart (VERSA/RAPS) Reporting Additional reports – WebFocus Reports
11. Space Survey – 2014New This Year Space Datamart (VERSA/RAPS) 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 DCs and SubDCs do not have to specify departments when they submit the form, they are given access based on 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 web site https://repsvcs-prod.wustl.edu/ibmcognos/cgi-bin/cognos.cgi
12. Space Survey – 2014Auto Complete Only rooms with occupants Complete inventory – update occupants and other information as needed Survey automatically completed when inventory completed Functional percentages based on payroll distribution of occupants All funding sources used All occupants calculated at 100% time in room Option to redo survey if needed
13. Space Survey – 2014SSF/Recharge Center Specialized service facilities/recharge centers Mark room as recharge on edit screen 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 (also if not the only recharge center 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 billings
14. Space Survey – 2014Service Rooms WebSpace will automatically calculate the survey percentages of a service room by applying a weighted average to all benefiting rooms that have been surveyed. Service Rooms are those rooms that provide support or service to other regular rooms (benefiting room) Rooms will be noted within WebSpace Room Types 254 - Dark Room 315 - Office Service (new this year) 255 - Non-Class Lab Service 325 - Admin Office Service (new this year) 256 - Glass Wash 335 - Faculty Office Service (new this year) 257 - Warm Room 345 - Office Service Corridor Space (new this year) 258 - Cold Room 355 - Conference Room Service (new this year) 259 - Electron Microscope 260 - Cold Room
15. Space Survey – 2014Service Rooms 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 – Ag Laboratory You can attach additional benefiting rooms to a 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. Contact Carrie Slama or Sue Ugalde for assistance with adding or removing rooms.
16. Space Survey – 2014Service Rooms 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 based on their % of usage in the room 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
17. Space Survey – 2014Specific Issues “Assignee” Department/”Occupant” Department A room can be assigned to only onedepartment or unit A room can be occupied by multipledepartments and investigators VERSA/RAPS report – Building – By Room – Occupant Dept & Assignee Dept What activities/funding sources are going on in this 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 & a classroom for instruction Make sure to identify the funding source for the activities in the room (correct fund numbers)
18. Space Survey – 2014Specific Issues 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 Occupants not marked as current will be removed for FY 15 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)
19. Space Survey – 2014Specific Issues 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 Occupant with 0 FTE & No payroll in HRMS will now have 1.0 FTE with 84-No Account Function.
20. Space Survey – 2014Contact Information Sue Ugalde, 935-5650, susan_ugalde@wustl.edu Carrie Slama, 935-5726, cslama@wustl.edu Chuck Wuensch, 935-5713, charles_wuensch@wustl.edu
21. Space Survey – 2014Schedule Survey - complete by Monday, June 30 Hands on sessions Tuesday, April 29 Thursday, May 15
22. Space Survey – 2014 Appendix A – Service Rooms Appendix B – Survey Instructions Appendix C – Recharge Center List Appendix D - Sources Room Type codes: http://space.wustl.edu/defs.html IDC codes: http://space.wustl.edu/costcodes.html
23. Space Survey – 2014Appendix A: Service Rooms BENEFITING ROOMS Inventory / Survey SERVICE ROOMS Inventory and Attached Room to the appropriate Benefiting Room * Lab Space can only be clustered if the same occupants and same funding activity is occurring in all the space
24. Space Survey – 2014Appendix A: Service Rooms
25. Space Survey – 2014Appendix A: Service Rooms
26. Space Survey – 2014Appendix A: Service Rooms 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.
27. Space Survey – 2014Appendix A: Service Rooms 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
28. Space Survey – 2014Appendix A: Service Room - Access 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.
29. Space Survey – 2014Appendix A: Service Rooms - Assigning Step 4: Assigning Benefiting Rooms to Service Rooms after inventory completed Click on the Service Module on the left side of the Home Page of WebSpace. A list of Service rooms will appear. Select the service room or rooms you will be assigning benefiting rooms; click proceed. 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.
30. Space Survey – 2014Appendix A: Service Rooms - Assigning Step 4: Assigning Benefiting Rooms to Service Rooms after inventory completed 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 Select Room
31. Space Survey – 2014Appendix A: Service Rooms - Assigning Step 4: Assigning Benefiting Rooms to Service Rooms after inventory completed 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 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
32. Space Survey – 2014Appendix A: Service Rooms Room# 06611^01 Service Room; 255 – Non Class Lab Service Room# 06619 Benefiting Room; 250 – Non Class Wet Lab
33. Space Survey – 2014Appendix A: Service Rooms Room# 06620^01 Service Room; 257 – Warm Room Room# 06619 Benefiting Room; 250 – Non Class Wet Lab
34. Space Survey – 2014Appendix A: Service Rooms 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. 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
35. Space Survey – 2014Appendix B: Survey Process 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
36. Space Survey – 2014Appendix B: Survey Process Occupant #1 has his own funding If all activities were taking place in this room, split by PI
37. Space Survey – 2014Appendix B: Survey Process
38. Space Survey – 2014Appendix B: Survey Process 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%
39. Space Survey – 2014Appendix B: Survey Process 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.
40. Space Survey – 2014Appendix B: Survey Process 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.
41. Space Survey – 2014Appendix B: Survey Process 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 This room will be surveyed at 100% OR
42. Space Survey – 2014Appendix C: Recharge Center list Specialized service facilities/recharge centers Specialized service facilities None Recharge Centers over $250K Recharge Centers under $250K
43. Space Survey – 2014 Appendix D: Sources Room Type codes: http://space.wustl.edu/defs.html IDC codes: http://space.wustl.edu/costcodes.html