1 New for This Year Specific Issues Schedule/Contacts Space Survey – 2014 Presentation Overview.

1

New for This Year

Specific Issues

Schedule/Contacts

Space Survey – 2014Presentation Overview

Space Survey – 2014New This Year

2

WebSpace Changes View Employee/Account


3

WebSpace Changes Assignment – change both IC and surveyor at the same time

Occupant screen – Current field renamed Currently Occupied


4

WebSpace Changes Survey summary popup

Prior year %s on survey screen


5

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

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 Datamart (VERSA/RAPS) Reporting Additional reports-Space Reports


8

Space Datamart (VERSA/RAPS) Reporting Additional reports - Current Space/Inventory Only

Additional reports - IDC Function Reports


9

Space Datamart (VERSA/RAPS) Reporting Additional reports – Multiple Year reports

Additional reports – Occupant Reports


10

Space Datamart (VERSA/RAPS) Reporting Additional reports – WebFocus Reports


11

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




Space Survey – 2014Auto Complete

12

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

Space Survey – 2014SSF/Recharge Center

13

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

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 with in 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

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 – 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.

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 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

16

Space Survey – 2014Specific Issues

17

“Assignee” Department/”Occupant” Department A room can be assigned to only one department or unit A room can be occupied by multiple departments 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

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

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.

Space Survey – 2014Contact Information

20

Sue Ugalde, 935-5650, [email protected] Carrie Slama, 935-5726, [email protected] Chuck Wuensch, 935-5713, [email protected]

mailto:[email protected]



Space Survey – 2014Schedule

21

Survey - complete by Monday, June 30 Hands on sessions

Tuesday, April 29 Thursday, May 15

Space Survey – 2014

22

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

250 – Wet LabRoom# 06600

PI – SmithRoom#

06600^01A/B Occupants

PI – JonesRoom#

06600^02C/D Occupants

PI – BlackRom#

06600^03E/F Occupants

PI – WhiteRoom#

06600^04G/H Occupants

SERVICE ROOMS

Inventory and Attached Room to the appropriate

Benefiting Room

BENEFITING ROOMSInventory / Survey

* Lab Space can only be clustered if the same occupants and same funding activity is occurring

in all the space23


Appendix A: Service Rooms

PI – Smith Research

Space

250- Wet LabRoom#

06600^01

250 – Wet LabRoom#

06601^01


330 – Faculty Office

Room# 06612255 – Lab ServiceRoom#

06600A^01 256 – Glass Wash

Room# 06625^01

24



PI – Jones Research

Space

250- Wet LabRoom#

06600^02

250 – Wet LabRoom#

06601^02


330 – Faculty Office

Room# 6615255 – Lab ServiceRoom#

06600A^02 256 – Glass

WashRoom#

06625^02

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.

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

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.

28


Appendix A: Service Room - Access

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.

29


Appendix A: Service Rooms - Assigning

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.


Select

Room

30



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


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 Lab31



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

Room# 06611^01 Service Room; 255 – Non Class Lab Service

Room# 06619 Benefiting Room; 250 – Non Class Wet Lab

32



Room# 06620^01 Service Room; 257 – Warm RoomRoom# 06619 Benefiting Room; 250 – Non Class

Wet Lab

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. 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

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

35


Appendix B: Survey Process

36

Occupant #1 has his own fundingIf all activities were taking place in this room, split by PI



37



38

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

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

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

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




Appendix C: Recharge Center list

42

Specialized service facilities/recharge centers Specialized service facilities

None Recharge Centers over $250K

Recharge Centers under $250K

Chemistry - NMR Facility NASA - Goddard RechargeRadioactive Waste Disposal

Biology Animal Space Biology EM Facility

Biology Greenhouse Isotope Geochemistry Lab

Biology Stockroom Machine Shop - Chemistry

Center for Materials Innovation NNIN General Operating Funds

Chemistry - Biomedical Mass Spectrometry Physics Machine Shop

Chemistry - Glass Shop Software Licensing- General Purpose

Chemistry - Storeroom Software Licensing Special Purpose

Space Survey – 2014 Appendix D: Sources

43

Room Type codes: http://space.wustl.edu/defs.html

IDC codes: http://space.wustl.edu/costcodes.html

1 New for This Year Specific Issues Schedule/Contacts Space Survey – 2014 Presentation Overview.

Documents

survey screen space

occupied space survey

cgispace survey

neededspace survey

new dcs

webspace training documents

occupant information

account function