Fall 2014 Kathy Dobbs, Controller’s Department Kelly McCool, Facilities Planning & Management Space Survey Training 1

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 government’s concerns? 2

Why is a space survey necessary? The survey supports the development of the institution’s 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

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

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 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 Controller’s Department by January 31,

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, Make sure ALL new space to be occupied by June 30, 2015 is on your space survey; contact Kelly McCool if it isn’t. New space may need to be manually tracked. 6

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

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

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 employee’s salary attributed to activities taking place in the room Determine function associated with each employee’s 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

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

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

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. Z’s 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

Other considerations Need first-hand knowledge of activities in room or MUST interview occupants/users. Don’t make assumptions on space use based on room type – research lab is NOT 100% research, faculty office is NOT 100% instruction, etc. Don’t make assumptions based on position description – graduate assistant is NOT necessarily Organized Research. 13

Space survey functions 14

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

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

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

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

Additional information required for sponsored activities 19

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

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

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

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 don’t fit anywhere else. Operation and Maintenance (O & M) – Includes activities that operate, maintain, preserve and protect the university’s 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

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 can’t 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

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 GRA’s, students in the space, how they are funded, and how much time they spend in the room. Desks for GRA’s in research labs – determine what activities they are doing at those desks. Documentation available that supports functional percentages. 25

Questions For questions related to space survey functions and percentages, contact Kathy Dobbs or For questions related to space survey access or mechanics, contact Kelly McCool, or 26