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Integrated IT Approach for Incorporating Facilities Data

Integrated IT Approach for Incorporating Facilities Data. An Open Discussion Facilitators: Tom Higerd Robert Gorlitsky. MUSC’s IT Organization. MUSC Pertinent “Family” Profile First medical college in the South ~12,500 “employees” ~1, 200 FT & 75 PT Faculty

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Integrated IT Approach for Incorporating Facilities Data

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  1. Integrated IT Approach for IncorporatingFacilities Data An Open Discussion Facilitators: Tom Higerd Robert Gorlitsky

  2. MUSC’s IT Organization MUSC Pertinent “Family” Profile First medical college in the South ~12,500 “employees” ~1, 200 FT & 75 PT Faculty 6 Colleges - ~2,400 students & ~600 post-doctoral trainees ~$ 970 M Annual Budget ~$ 140 M in Sponsored Research 123 Buildings, ~4.6 M SF, ~2.6 M ASF, ~16.700 Rooms IT Group CCIT managed by Quovadx Center for Computing and Information Technology ~$ 12 M Contract with ~150 IT personnel Infrastructure to …… to Electronic Medical Records IT-Lab (~7 individuals) serve as contemporary problem solvers Dr. Starmer’s “skunks” IT Coordinators (~35 varying IT skills residing in academic units) IT Infrastructure Very good infrastructure, multiple platform, best-of-breed SW

  3. Title: Integrated IT Approach for Incorporating Facilities Data General Outline of Discussion Non-centralized system for maintaining space data • Distributed (data input and review at appropriate level) • Web-based (platform independent) • Interactive (on-line editing) Relationship between PI assigned space and award $ Open discussion focused on best practices in using facilities inventory for planning purposes, for accountability, etc.

  4. Adopted IT Principles at MUSC • All information systems must be accessible via the Web • Data must be portable (data must not be proprietary) • Data should be independent of software • Prototyping problem solving strategies focused by user • 80/20 rule to go live • Defined IT maturation stages (scale-up, robustness, security, etc.) • Priority is on usability and accessibility • Clients define policy and priority issues • Data ownership (data integrity) • Ref: article: IBM (http://conferences.oreilly.com/java/news/phipps_0300.html) • Single system password

  5. Space Inventory Issues Facilities information contained in two databases • University (Physical Plant) facilities Database • Maintained for generating external reports (physical attributes) • Updated annually following walk-throughs • Contains limited information for management decisions • Not user friendly for data entry or report writing • Academic Facilities database (born in College of Medicine) • Used for planning and internal management action (functional attributes) • Periodic updating on an “as needed” basis • Employed off-the-shelf, standards-based database programs

  6. Nature of Space Inquiry • Three Ways to Search the Data: • Department • Room Number • Faculty Name Login Prompt Room Number Department Faculty Name Search criteria can also be combined to show the total inventory and handle cases where a single faculty member is a member of multiple departments. All Rooms (specific details)

  7. Fields in Academic Facilities Database • Building Name • On Loan From • Building Number • Room Descriptor • Room number (e.g. BS106) • Faculty Assigned • Area (Net Square Feet; NSF) • Faculty Rank • Administrative Unit (e.g. College of Medicine) • Contact Person • Centers/Institute Name (e.g. Cancer Center) • Last Updated • Department (e.g. Pediatrics) • Open Comments • Division (e.g. Pediatric Cardiology)

  8. Authentication Scheme Space Database (Web) Space Database (Master)

  9. Web Interface • Data is viewed and edited via the Web Interface • At the end of each month, the Web Space Database is compared with the Master Space Database via the Review Database. • The Review Database updates the “Review Date” Field and synchronizes the two databases. Web Space Database Master Space Database Review Database

  10. Facilities Inventory - College of Medicine Focused primarily on assigned research space • 14,259 rooms • 4,945,033 gross ft2 • 117 buildings Space Assigned to College of Medicine University Database • 3315 rooms • 602,506 net ft2 • 39 buildings

  11. Space Assigned to the College of Medicine (as of 11/15/99) Rooms are classified based on their functional use from a list of 53 descriptors (e.g. Faculty Office, Research Lab Support, Research Dark Room • Of the college-wide assigned space (602,506 ft2): • 50% Faculty offices plus administrative space • 34% Research (or 215,637 ft2) • 6% Under Renovation • 10% Miscellaneous (investigator-assigned animal facilities, dept. teaching rooms, assorted clinical areas, etc.)

  12. College of MedicineResearch Funding and Lab Space(Continued) Of the 215,637 ft2 dedicated to research: 173,986 ft2(or 81%) are labs assigned to individual researchers 41,651 ft2 (or 19%) are research support space not assigned to individual researchers (e.g. cold rooms, shared equipment rooms, dark rooms) Of the 173,986 ft2 of labs assigned to individual researchers: 6,239 ft2 of labs are listed as vacant (undergoing renovations, holding for recruitment of new faculty, etc.) Leaving 167,747 ft2 lab space currently assigned to individual researchers

  13. College of MedicineResearch Funding and Lab Space(Continued) The 167,747 ft2 of lab space is assigned to 187 researchers The average lab assigned to a researcher is 897 ft2 In addition, there is an additional 223 ft2(on average) of common support space available to each researcher

  14. Linking Space Data to Awards Awards Database Space Database Name $$$ Sq. Feet 144 85 122 50 130 130 John Jane Jim Jerry Jenny Jes 350 255 214 210 2,095 177

  15. $ 42,391,070 in Total Awards $ 32,294,546 of Direct Costs $ 10,096,525 of Indirect Costs or $ 253/ft2 or $ 193/ft2 or $ 60/ft2 Total Awards: Direct Costs: Indirect Costs: $ 316/ft2 $ 241/ft2 $ 75/ft2 College of MedicineResearch Funding and Lab Space(Continued) The awards that require the 167,747 ft2laboratory space total Under the best and realistic scenario, only ~80% of researchers are funded at any moment (due to unfunded periods between grants, recruitment of junior faculty without funding, etc.). Recomputed, the funding per ft2 becomes:

  16. Business Manager’s Role • Has access to ALL information • Entry ID Name and date/time recorded • Can change information in selected fields • Changes made on Web is immediate • Silently authenticated • Responsible for updating • Notified of downloading date for report • Confirmed with annual walk-through

  17. Demonstration of Web-based Interface with Academic Facilities Database End

  18. Space Administration & Maintenance System (SAMS) III. Research Expenditures I. SPACE IV. Facilities Metrics & Plans II. Active Employees

  19. What is the Problem? Upcoming challenges – academic plan, federal indirect cost audit, retirements, & budget cuts – lead us into new territory regarding what we need to know about space. Solution? Adoption & modification of MUSC’s system allows us a head start on improved access to information – not just data.

  20. To facilitate decision making… • Data Management – accuracy & planning • Analysis – needs assessment & utilization; too often done in isolation • Institutional Context – fit with University goals; standards & guidelines • Executive Decisions – better decisions made with better information; common understanding • Institutional Actions – lower costs & improved focus; no duplication of effort

  21. Goal of the System: To improve knowledge related to and therefore your management of University utilized space Through… • Availability of accurate information • Ease of data changes • Usefulness of reports to you and your staff

  22. The Pilot Program: • Includes 19 buildings being used in the upcoming federal indirect cost audit • Initial focus is on research space • Information will be up and available for you to use by July 15 • Budget center UFAC representatives will serve as initial points of contact; we will then work individually with colleges

  23. The Integrated System: Research Expenditures SPACE Active Employees Facilities Metrics & Plans

  24. SPACE • IR maintains a facilities file of every room on campus • Used for reporting to CHE and other internal requests • This is the foundation of the system and will be our initial focus. Accurate information is essential. • Missing piece has been people in space.

  25. Using Empl-ID, we will link with… Active Employees • Frozen file each semester saves an array of information on almost every employee • Will enable link to all employee information for other requests • Control of space is what is important • Challenge will be at the start of each semester with new hires – ensuring they are in the database

  26. With Empl-ID & Project #, we will link with… Research Expenditures • Choice of going with awards or expenditures – request was for expend. • Challenge is creating new path linking specific person with expenses based on proportion of grant award. • This is the toughest piece to build – first report due January 2003 to Board

  27. Using Building Number, merge with… Facilities Metrics & Plans • In collaboration with Facilities, incorporate utility & maintenance costs to facilitate planning & budgeting • Current plans will be given to UFAC representatives to assist them with edits • This is the last piece – the initial report is not planned until Summer 2003.

  28. How can this help you? • With immediate access via the web to all space information on campus, you can make effective decisions more easily • Using the research expenditures, you will be have another measure of productivity at your fingertips. • Finally, with cost metrics, you’ll be able to improve capital planning & renovations

  29. So…what’s your role? • Initially, UFAC representatives will be responsible for putting correct people in space. • When appropriate, also edit room USE & room FUNCTION. • Deans & Directors will be held accountable for utilization of space through reports to V.P.’s

  30. Where do we go from here? • IR will work to enter research space & person information on 19 pilot buildings • We will meet with UFAC reps to go over what we find & ensure the system works to your satisfaction • IR will collaborate with sponsored programs & CUBS unit for research piece • Add remaining bldgs. within 6 months

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