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Surgeons find better ways to treat nerve compression disorder that can sideline athletes WUSTL leaders urge action on sequester threat Doctor wins NIH.

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Presentation on theme: "Surgeons find better ways to treat nerve compression disorder that can sideline athletes WUSTL leaders urge action on sequester threat Doctor wins NIH."— Presentation transcript:

1 Surgeons find better ways to treat nerve compression disorder that can sideline athletes WUSTL leaders urge action on sequester threat Doctor wins NIH prize for ideas to restore vision Gut microbes at root of severe malnutrition in kids Best Practices / Discussion Space Survey 2014.

2 Space Survey – 2014 Contact Information 2  Rebecca Waltman, 286-1057, waltmanr@wustl.eduwaltmanr@wustl.edu  Keith Van Booven, 362-8146, vanboovk@wustl.eduvanboovk@wustl.edu  Carrie Slama, 935-5726, cslama@wustl.educslama@wustl.edu  Chuck Wuensch, 935-5713, charles_wuensch@wustl.educharles_wuensch@wustl.edu

3 3  Effort Planning / Deadlines  Changes/New Features in Webspace  How the Med School uses the data  Review of PI Lab Suite concept  Examples Space Survey – 2014 Presentation Overview

4 Space Survey – 2014 Schedule 4  Room Splits & Room Inventory - complete by Friday, May 16  Survey - complete by Monday, June 16  Central Review and Department clean up - complete by mid July  Final data for financial reports and space analysis – late July  Hands on sessions  Thursday, April 17  Tuesday, April 29  Thursday, May 15

5 5  Research areas (Dry & Wet) / MAIN FOCUS –  Investigator Lab Suite (dedicated & % of shared rooms)  Occupants (retrospective FY & point in time June 30 th, 2014)  Funding Sources tied to rooms or Lab Suite  IDC % as appropriate to activities  Clinical areas – Renewed Effort to provide backup information for Emergency Preparedness  PO (manager for space)  Occupants (identify if their permanent/only home is in the clinical area)  Academic/Administrative areas – Renewed Effort to provide backup information for Emergency Preparedness & Space Planning  PO (manager for space)  Occupants Space Survey – 2014 Workload Planning

6 Space Survey – 2014 New This Year 6  WebSpace Changes  View Employee/Account

7 Space Survey – 2014 New This Year 7  WebSpace Changes  Assignment – change both IC and surveyor at the same time  Occupant screen – Current field renamed Currently Occupied

8 Space Survey – 2014 New This Year 8  WebSpace Changes  Survey summary popup  Prior year %s on survey screen

9 Space Survey – 2014 New This Year 9  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

10 Space Survey – 2014 New This Year 10  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.

11 Space Survey – 2014 New This Year 11  Space Datamart (VERSA/RAPS) Reporting  Additional reports-Space Reports

12 Space Survey – 2014 New This Year 12  Space Datamart (VERSA/RAPS) Reporting  Additional reports - Current Space/Inventory Only  Additional reports - IDC Function Reports

13 Space Survey – 2014 New This Year 13  Space Datamart (VERSA/RAPS) Reporting  Additional reports – Multiple Year reports  Additional reports – Occupant Reports

14 Space Survey – 2014 New This Year 14  Space Datamart (VERSA/RAPS) Reporting  Additional reports – WebFocus Reports

15 Space Survey – 2014 New This Year 15  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 https://repsvcs-prod.wustl.edu/ibmcognos/cgi-bin/cognos.cgi

16 Space Survey – 2014 SSF/Recharge Center 16  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

17 Space Survey – 2014 Split Rooms 17  Splitting / Un-splitting a room  Rooms can be un-split only during the inventory process in WebSpace  If any of the splits on a room have been surveyed, the survey(s) must be dropped for the entire room in order to un-split.  Complete room splits by May 16  Contact Keith VanBooven or Carrie Slama for assistance

18 Space Survey – 2014 Split Rooms  What Space Belongs to a PI:  Office Space  Faculty Office  Administrative Office/Workstations  Staff/ Student / Computational workstations  Lab Space  Wet Lab Space:  Multiple labs / Multiple occupants / Multiple activities  Dry Lab Space  % of Service Rooms (research common rooms) - split by Dept / PI based on equipment or headcount or usage  Tissue Culture Room  Cold Room  Dark Room  Glass Washing Room  Equipment Room  Microscope Room  Other Lab Service Rooms 18 Note: Do not include conference rooms, collaborative spaces or break rooms unless assigned 100% to an individual investigator

19 Space Survey – 2014 Service 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 19

20 Space Survey – 2014 Service 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 for assistance with adding or removing rooms. 20

21 Space Survey – 2014 Service 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 21

22 22  A Space use survey is the process of assigning functional use categories, such as instruction and organized research, to each room the University owns or leases  Space survey (how) vs space inventory (what)  The information used for  Rent calculations  Clinical Space Charge  Space Co-op  Productivity & utilization metrics  MTDC ($s) / NASF (department & investigator)  NASF / headcount (department & investigator)  Financial statement allocations  Back up data for emergency planning  Determine room usage for F&A proposal to the federal government – next base year is FY 16  Medicare cost reporting (BJC) Space Survey – 2014 Purpose

23 23  Space productivity & utilization metric example Space Survey – 2014 Purpose

24 24  “Assignee” Department/”Occupant” Department  A room can be ASSIGNED to only ONE department or unit  The assignments have loosened over the years and should be checked and cleaned up. If space is ASSIGNED to one department but OCCUPIED by another, it may be prudent to implement a memo of understanding (MOU) to document the loan terms, discuss with your business manager.  Spreadsheet distributed with assignee department and occupant department information  VERSA/RAPS report – Building – By Room – Occupant Dept & Assignee Dept  A room can be OCCUPIED by MULTIPLE departments and investigators  If the room is in the laboratory setting (room type 200 series) and shared by multiple investigators, split the room according to the investigator usage  If a portion of the split is unoccupied/unused for the entire year, assign this split to the unit business manager and identify as inactive (IDC 93) and check the End of Year status box (EOY) as ‘N’ if anticipated as inactive for next FY. Space Survey – 2014 Specific Issues

25 25  Vacant space  Should only be coded as inactive (function code 93) if it was vacant the entire year  Assign the business manager as PI/PO  Note in the comments section if space is being held for a recruit in FY 15  Do not split rooms for space inactive for part of the year  If the space is expected to be inactive in FY 15, place an ‘N’ in the EOY status field.  EOY status flag on the edit screen  Default is Y

26 26  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  This information is used:  For the HEADCOUNT data included in the annual bench research analysis  To load occupants for the 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) Space Survey – 2014 Specific Issues

27 27  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)  Split the room if the occupant’s activities in that room are from multiple funding sources and those funding sources are from either different department, different PI or associated with a recharge center  Split by department  Split by PI – using funding source of occupants  Split recharge center space by % of use

28 Space Survey – 2014 Specific Issues 28  OSA (other sponsored) activity (function code 83) normally takes place in an office or clinical setting  If a wet lab (room type 250) is coded with this function code, verify that OSA activity is in fact occurring in this setting.  Verify that the account profile is correct. Contact the Med School Finance Office with any questions.

29 Space Survey – 2014 Specific Issues 29  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.  % Time (in room)  1.0 FTE x 50% time in room =.50  0.5 FTE x 100% time in room =.50  Cumulative Time %  % Time does not automatically equal % of payroll - do not automatically use copy function

30 Space Survey – 2014 30  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

31 250 – Wet Lab Room# 06600 PI – Smith Room# 06600^01 A/B Occupants PI – Jones Room# 06600^02 C/D Occupants PI – Black Rom# 06600^03 E/F Occupants PI – White Room# 06600^04 G/H Occupants 250 – Wet Lab Room# 06601 PI – Smith Room# 06601^01 Occupant JD PI – Jones Room# 06601^02 Occupant JD 250 – Wet Lab Room# 06602 PI – Jones Room# 06602 C/D/K Occupants 250 - Wet Lab Room# 06603 PI – Smith Room# 06603 A/B/L Occupants 255 - Lab Service Room# 6600A PI – Smith Room# 06600A^01 PI – Jones Room# 06600A^02 PI – Black Room# 06600A^03 PI – White Room# 06600A^04 256 - Glass Washing Room# 6625 PI – Smith Room# 06625^01 PI – Jones Room# 06625^02 330 – Faculty Office Room# 6612 PI - Smith 330 – Faculty Office Room# 6615 PI - Jones SERVICE ROOMS Inventory and Attached Room to the appropriate Benefiting Room SERVICE ROOMS Inventory and Attached Room to the appropriate Benefiting Room BENEFITING ROOMS Inventory / Survey BENEFITING ROOMS Inventory / Survey * Lab Space can only be clustered if the same occupants and same funding activity is occurring in all the space 31 Space Survey – 2014 Appendix A: Service Rooms

32 PI – Smith Research Space 250- Wet Lab Room# 06600^01 250 – Wet Lab Room# 06601^01 250 – Wet Lab Room# 06603 330 – Faculty Office Room# 06612 255 – Lab Service Room# 06600A^01 256 – Glass Wash Room# 06625^01 32 Space Survey – 2014 Appendix A: Service Rooms

33 PI – Jones Research Space 250- Wet Lab Room# 06600^02 250 – Wet Lab Room# 06601^02 20 – Wet Lab Room# 06602 330 – Faculty Office Room# 6615 255 – Lab Service Room# 06600A^02 256 – Glass Wash Room# 06625^02 33 Space Survey – 2014 Appendix A: Service Rooms

34  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. 34 Space Survey – 2014 Appendix A: Service Rooms

35  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 35 Space Survey – 2014 Appendix A: Service Rooms

36  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. 36 Space Survey – 2014 Appendix A: Service Room - Access

37 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. 37 Space Survey – 2014 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.

38  Step 4: Assigning Benefiting Rooms to Service Rooms after inventory completed Select Room 38 Space Survey – 2014 Appendix A: Service Rooms - Assigning 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

39  Step 4: Assigning Benefiting Rooms to Service Rooms after inventory completed 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 39 Space Survey – 2014 Appendix A: Service Rooms - Assigning 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

40 Room# 06611^01 Service Room; 255 – Non Class Lab Service Room# 06619 Benefiting Room; 250 – Non Class Wet Lab Room# 06611^01 Service Room; 255 – Non Class Lab Service Room# 06619 Benefiting Room; 250 – Non Class Wet Lab 40 Space Survey – 2014 Appendix A: Service Rooms

41 Room# 06620^01 Service Room; 257 – Warm Room Room# 06619 Benefiting Room; 250 – Non Class Wet Lab Room# 06620^01 Service Room; 257 – Warm Room Room# 06619 Benefiting Room; 250 – Non Class Wet Lab 41 Space Survey – 2014 Appendix A: Service Rooms

42  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 42 Space Survey – 2014 Appendix A: Service Rooms

43  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 43 Space Survey – 2014 Appendix B: Survey Process

44 44 Occupant #1 has his own funding If all activities were taking place in this room, split by PI Space Survey – 2014 Appendix B: Survey Process

45 45 Space Survey – 2014 Appendix B: Survey Process

46 46  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% Space Survey – 2014 Appendix B: Survey Process

47 47  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. Space Survey – 2014 Appendix B: Survey Process

48 48  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. Space Survey – 2014 Appendix B: Survey Process

49 49  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 Space Survey – 2014 Appendix B: Survey Process

50  PI Faculty Office Space could be split in the following manner: 50 Space Survey – 2014 Appendix B: PI Activity – Complicated Example 1.For the time spent on federally funded research, the portion of the time working on the grant in the office should be Organized Research IDC 82 2.If there is any time spent on activities associated with a federally sponsored clinical trial, this portion of time should be identified as Other Sponsored Projects IDC 83. The note on the Finance Website that refers to this coding can be found at http://aladdin.wustl.edu/medadmin/fis/finance.nsf http://aladdin.wustl.edu/medadmin/fis/finance.nsf 3.The portion of the time writing grants should be identified as Department Admin IDC 89 4.For the time spent on industry sponsored trials, all portions of the activity should be identified as Clinical, IDC 95 5.For the time spent coordinating and following up on clinical activity in the Emergency Department, the time should be identified as Clinical, IDC 95 6. The portion of the time spent coordinating training and educational activities of students should be identified as Instruction, IDC 96 7. The portion of the time spent on their own training grant activities or K Awards should be identified as Org Rsch, IDC 82 8. The portion of the time spent on various other administrative functions for the Department should be Department Admin, IDC 89 9. The portion of the time spent on Hospital Administrative activities should be identified as Independent Operations, External, IDC 92

51 Space Survey – 2014 Appendix C: Recharge Center list 51  Specialized service facilities/recharge centers  Specialized service facilities  Recharge Centers over $250K CyclotronDCM Biochemistry StockroomMedpics Blue ArcMetabolomics Core Research Testing Core FacilityMicroPet Facility Center for Biomedical Informative SupportMolecular Biology Stockroom Transgenic Core FacilityMouse Genetics Core Facility CCIRMR Facility Computer Support GroupPathogen Discover DNA Sequencing Proteomics Flow Cytometry & Fluorescence Activated Cell Sort Sm Animal MR Rechg Ctr GTAC T.S.P.R Medical School Machine Shop Tissue Procurement Core

52 Space Survey – 2014 Appendix C: Recharge Center list 52  Specialized service facilities/recharge centers  Recharge Centers under $250K 2 Photon CoreImmunohistology Lab ABI RPTPCR FreezerMedical School Electric Shop Animal Models Core Hope CenterMicrobiology Glassware Facility Biologic Therapy Core FacilityMicrobiology Imaging Facility CADR Recharge CenterMicrobiology Media Prep Cardio Imaging & Clin Research Core LabMicrobiology Service / Maint - Shop Center of Genome Science Cluster Rechg CTRMicrobiology Stockroom Center of Genome Science Sequencing Rechg CTRMO Flo Cell Sorting Core CIDER Services Molecular Biology Core Hope Center RCC Core Facility - Human GeneticsMolecular Genetics Core Lab DNA Polymerase FacilityMolecular Pathology Lab DNA/ RNA Purification Core Hope Center RCMouse Phenotype Core Earhart Research ActivitiesNeuroimaging Core Hope Center RCC Electron Microscopy ServicesPCR Freezer Fund EM Cost CenterPediatric Research Freezer Fund Embryonic Stem Cell CoreSkeletal Imaging & Phenotyping - Skip Core Genechip Core Skeletal Imaging & Phenotyping - Skip Core Hamlet CoreSpecial Project Lab Histology LabTissue Culture Support Center Histology Service Center Transgenic Vectors Core Hope Center RCC HTS Robotics CoreWubios - Computing Hybridoma Facility Pathology

53 Space Survey – 2014 Appendix D: Sources 53  Room Type codes:  http://space.wustl.edu/defs.html  IDC codes:  http://space.wustl.edu/costcodes.html


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