Space Survey 2004 SPACE SURVEY Wasabi Facilities Module Harvard School of Public Health March 4, 2005 Deb Carmel, Emily Jeep Klingaman, Hong Tian.

Space Survey 2004

SPACE SURVEY

Wasabi Facilities Module

Harvard School of Public HealthMarch 4, 2005

Deb Carmel, Emily Jeep Klingaman, Hong Tian

Space Survey 2004 2

Introduction

F & A Rate

Space Survey

Space Coding

Back-up Data

Conclusion

Agenda

Space Survey 2004 3

Introduction

Why a Space Survey? HSPH is reimbursed for facility expenses that

relate to sponsored research We allocate these costs via the Space Survey

Correct and accurate coding could enhance our indirect cost recovery

Why Wasabi? Enables lookup of occupants and accounts Done electronically

Space Survey 2004 4

F&A Rate for Indirect Cost Recovery

• The Facilities & Administrative Organized Research Rate is expressed as a percentage:

Indirect costs of research = F&A%

Direct costs of research

= more than $ 35 million in unrestricted income

to Harvard School of Public Health annually

Space Survey 2004 5

Space Survey

A “Direct” Cost is one that

• Can be identified specifically with a particular– sponsored project– training activity or– other institutional activity with a high degree of

accuracy

• PI salary, lab supplies, and scientific equipment are examples of direct costs

Space Survey 2004 6

Space Survey

• Incurred for common or joint objectives and therefore cannot be identified readily and specifically with a particular sponsored project, training activity or other institutional activity

• Examples: library, facilities

maintenance, OSR, Cost Analysis

Conversely, an “Indirect” cost is

Space Survey 2004 7

OMB A-21Classification of Activities

Direct Indirect

Instruction/Dept Res General administration

Organized Research Sponsored project

administration

Other sponsored activity Departmental administration

Other institutional activity Operations & maintenance

Library

Depreciation

Interest

Space Survey 2004 8

Activities Recovered by F&A Rate

Direct

Instruction/Dept Res

Organized Research

Other sponsored activity

Other institutional activity

General administration

Sponsored project

administration

Departmental administration

Operations & maintenanceDepreciationInterest

Indirect

Library

Space Survey 2004 9

Space Survey

Joint effort of Cost Analysis Group and Operations Group and Department Administrators

Survey performed annually

Space Survey 2004 10

Space Survey

The time frame of the survey is for the

entire fiscal year .

This survey is for July 1, 2003 - June 30,

2004

Completion Window - now until April 8, 2005


Space Survey

Who should complete the survey?


Space Survey – Wasabi Facilities

Four Tabs General room information Statistics (Space Usage survey in old system) Occupants (same as old system) Accounts (new in Wasabi)


Space Survey

View Lookup Screeen



Space Survey

View General Room Data Tab



Space Usage Statistics

View Wasabi Usage Statistics Tab



Space Usage Statistics Coding Space will be ranked in the following categories

(for academic areas) Organized Research Instruction and Departmental Research Other Sponsored Departmental Administration Library OIA - Other Institutional Activities Vacant Under Renovation Rented


Space Usage Statistics CodingORGANIZED RESEARCH

Space used for organized research funded by Federal government Other sponsors HSPH funded projects that are separately budgeted

and accounted for Milton Funds



Research Support Rooms

Organized research activities are often supported by spaces shared by several researchers Storage rooms Equipment rooms Washing rooms




If only projects classified as organized research are utilizing the shared space, then code the area as organized research

If the shared space supports other uses, then allocate the space to reflect the relative portion (in terms of time and space)




Conference rooms, amphitheaters and seminar rooms Documentation is required to allocate the

percentage of time devoted to various functions Calendar or schedule Log books Copies of meeting notices

In the absence of documentation, code space as Departmental Administration


Space Usage Survey Coding Issues

Coding of research space that is used by graduate students and post-docs not paid on sponsored awards should reflect the proportion of time relating to instruction



Recharge Centers

Recharge centers should allocate the space according to the revenues generated by sales

Classify space based on billings to External users = Other Inst Activities Internal users funded by organized research Internal users funded by departmental funds


Space Usage Statistics CodingINSTRUCTION AND DEPARTMENTAL

RESEARCH

Activities related to professional and educational programs

Trainees being instructed, studying and/or developing skills/techniques

Research funded by the department or HSPH that is not separately budgeted or accounted for


Methodology to code Training and Instruction Factors to consider in the coding

Number of students Mix of graduate students (by year) and post-docs Complexity of lab technique Other relevant factors

Space Usage Statistics CodingINSTRUCTION AND DEPARTMENTAL

RESEARCH


Space Usage Statistics CodingOTHER SPONSORED

Space used for sponsored projects that are not research or training Conferences Community Service


Space Usage Statistics CodingDEPARTMENTAL ADMINISTRATION

General departmental administrative activities and supporting functions Offices of departmental administrators Support areas Space used in common by departmental faculty and

staff Portion of department head’s office if it is used for

administrative functions



Examples of departmental space Copy room Kitchen Supply area Business office Lounge



In most circumstances space should not be split coded as departmental administration with organized research or departmental instruction and research


Space Usage Statistics CodingLIBRARY

Departmental library space which is focussed on the needs of the of the department and available to Harvard users

Library space may not be ranked as organized research or departmental instruction and research, even if the departmental library supports these functions



Criteria used by federal auditors to verify the library function of space include: Formal circulation policy A librarian Minimal use of the space for other purposes



Departmental library space not meeting the

federal criteria for that classification must

be coded as departmental administration


Space Usage Statistics CodingVACANT

Space that is actually closed, entirely unused and not undergoing renovation for the entire year

Space used for specific function(s), but not continually, should be coded to the applicable rank(s)

Rooms used at some point during the year should be coded to the function when occupied


Space Usage Statistics CodingUNDER RENOVATION

Space that was actually under renovation

for substantially all the year.

If space was used during the year, code it

according to its activity when occupied


Space Usage Statistics CodingRENTED

Space that is leased out to a third party (not

part of HSPH)


Space Usage Statistics CodingOTHER - OTHER INSTITUTIONAL

ACTIVITIES

Space used for activities that are not instruction, research or administration Dining halls Dormitories Publishing Other enterprises


Space Occupancy Coding

View Occupants Tab



Occupancy Coding Instructions

Occupant information refers to everyone who worked in the room at any time during FY2004

List a person as an occupant in all the rooms they used regularly in FY2004

Indicate span of months if person was in room less than full year, otherwise OK to leave blank


Space Accounts Coding

View Accounts Tab



Summary FY2004 data Respond based on your knowledge of activity in

room Please:

Complete Statistics and Occupants - all rooms Complete Accounts – required for research rooms Notes on any change to floor plan or room data

Completion window – now until Friday, April 8, 2005


Questions ?

Comments ?

Space Survey 2004 SPACE SURVEY Wasabi Facilities Module Harvard School of Public Health March 4, 2005 Deb Carmel, Emily Jeep Klingaman, Hong Tian.

Documents

space survey w correct

accounts w

w introduction w f

w hsph

sponsored research w

wasabi slide

indirect cost recovery

w completion window