SPACE II

1. SPACE II Presentation to Facilities Information System Users Fall 2005 Facilities Resource Planning: Deborah Blythe, David Breon, Susan Hunter Cost Analysis/Property Inventory: Bill Gush, Beverly Lipski

2. Original space survey • Fall ’03 – Spring ’04 • Identified room • Occupants • Activities • Assigned Facilities and Administrative (F&A) percentages to rooms

3. Outcomes of original survey • Facilities Resources & Planning populated campus-wide database • Cost Analysis prepared F&A proposal using space data • We have current and reliable space information

4. Where are we now? • New buildings added since survey (Chemistry, Life Sciences, Business) • Various relocations, moves, spacere-assignments • New FIS users all over campus • Changes in personnel and activities

5. So, why are you here? • November 2005 baseline for next F&A proposal • Needaccuratecompletespace data in Facilities Information System

6. Why is this important to us? • Accurate space data = accurate F&A allocation • F&A $ = overhead recovery • Overhead recovery = $ allocation to college budget

7. F&A costs based on space • Research allocation (FY ’02-’03) • Operations & Maintenance $18,488,470 • Building depreciation $ 4,688,944 • Equipment depreciation $ 3,631,597 • Total $26,809,011

8. What are your responsibilities? • Update Facilities Information System to provideaccuratecompletespace data

9. Special concerns • New hires • Employee transfers • Employee retirements • Employee terminations • Changes in faculty activities profiles especially for faculty who were new at time of original survey with no sponsored programs • Now likely have one or more sponsored programs • Space would change from departmental research to sponsored research or instruction

10. Organized Research Sponsored Instruction Instruction Departmental Research Other Institutional Activity Specialized Service Facility Operations and Maintenance General Administration Departmental Administration Sponsored Projects Administration Library Student Services Non-Assignable Auxiliary Applied Research Laboratory/Electro-Optics Center F&A classificationsOMB Circular A-21

11. Organized Research • Programs sponsored by external sources • Federal • Non-federal • Activity funded internally if project is separately budgeted and accounted for by University under internal application of institutional funds

12. Sponsored Instruction • Funded by • Grant • Contract • Cooperative agreement • Includes activities involving training in research techniques (research training)

13. Instruction • Teaching and training activities of the institution except for Sponsored Instruction • Teaching/training activity may be offered • On credit or non-credit basis • On degree or non-degree basis • Through regular academic departments or separate divisions such as extension or outreach

14. Departmental Research • Research or scholarly activity financed by institutional funds that is not organized research and not separately budgeted • Funding is discretionary and no financial reporting required • Includes activities supported by • Start up funds • Non-competitive “seed monies” for general research initiatives

15. Other Institutional Activities • Sponsored activities not considered Sponsored Research or Sponsored Instruction • Auxiliary Enterprises as below • Activities whose costs are unallowable to sponsored programs such as • Development and fundraising • Public/alumni relations

16. Specialized Service Facility • Costs of institutional services involving use of highly complex or specialized facilities such as electronic computers, wind tunnels, reactors, animal facilities and MCL • Classification must have review by and approval of Manager of Cost Analysis/Property Inventory

17. Operations and Maintenance • Should not be used by Colleges in determining functional classification of space • Space associated with administration, supervision, operations, maintenance, preservation, and protection of University facilities and grounds

18. General Administration • Should not be used by Colleges in determining functional classification of space • Space associated with administrative offices of the University such as accounting, personnel, purchasing, information centers, etc. that do not relate solely to any major division

19. Departmental Administration • Space used for administrative and supporting services that benefit common or joint departmental activities and do not relate solely to any major activity of department (i.e., instruction or research) • Includes • Secretarial and clerical support areas such as office supply rooms, etc. • Conference rooms supporting multiple activities • Space supporting grant and proposal writing, including faculty offices where this occurs

20. Sponsored Projects Administration • Operating units established primarily to administer sponsored projects • Includes • Grant and contract administration • Special security • Purchasing • Personnel • Administration • Editing and publishing research reports

21. Library • Should not be used by Colleges in determining functional classification of space • Space devoted to operation and administration of library

22. Student Services • Space devoted to administration of student affairs and services to students • Includes • Deans of students • Admissions • Registrar • Counseling and placement services • Student advisors • Student health and infirmary services

23. Non-Assignable • Space that is vacant, inactive or under renovation

24. Auxiliary Enterprises • Should not be used by Colleges in determining functional classification of space • Space devoted to activities supported by income derived from services operated primarily to serve students, faculty or staff • Includes • Residence halls • Food services • Intercollegiate athletics

25. Applied Research Laboratory/Electro-Optics Center • Space occupied by programs and support functions of the Applied Research Laboratory and Electro-Optics Center

26. October 17 • We will be checking! • Colleges will be notified regarding unpopulated space

27. FIS Demonstration • Questions? • F&A functions • FIS