Space Inventory & Allocation System User Manual
Contents
1. M Page 26 Introduction University of Florida UF uses a web based computer application called Space Inventory and Allocation System to annually collect information on how university buildings and rooms are being utilized The system has been developed as a joint effort between the Division of Finance and Accounting Office of Cost Analysis and Planning Design and Construction The information gathered as a result of this survey is used for many purposes One objective is to assist with development of the Facilities amp Administrative FnA Rate Proposal to the federal government Another purpose is to inven tory UF space and internally track and monitor how well the University s space is being used Finally data gathered as part of this allocation is also used as a part of the development of the RCM Budgeting tool There are two processes to reporting space certifying and authorizing Dif ferent individuals within the department must complete each of these pro cesses The Office of Cost Analysis requires that authorizers be at the Direc tor Department Chair or Dean level The results obtained through use of the space survey can translate into mil lions of dollars in funding for the University of Florida Whether you certify or authorize space for your department you play a critical role in the Univer sity of Florida s compliance with federal and state guidelines and its quest to remain competitive with other educ2. o Su Mo Tu We Th March 2014 10 Moving Occupants Occupants can be moved from one room to another without being removed and added again by using the MOVE function This will remove the occupant from the current room and move them to a new room Select Occupants e OCCUPANTS E CLARKWINIFRED CYNTHIA PROGRAM AST DN COMMUNITY DENTISTRY 06 01 2013 ACTIVE HEALY KAITLIN E STU AST NON CLERICAL amp ADMIN DN COMMUNITY DENTISTRY 01 26 2011 ACTIVE CANTON MELINDA S PROGRAM AST MD SCHOOL OF PASTUDIES GEN 07 31 2013 ACTIVE SELECT ALL CLEAR ALL ADD REMOVE MOVE j COPY E HISTORY VERIFY MOVE OCCUPANT Please select the rooms to MOVE the occupants to Multiple rooms may be selected Filter by Bldg 2018 Tacachale Hospital i Y Floor Fifth Floor E 34100000 DN PEDIATRIC DENTISTRY 2018 E 34100000 DN PEDIATRIC DENTISTRY 2018 0001 0006 TREATMENT EXAMINATION TREATMENT EXAMINATION Tacachale Hospital 01 Tacachale Hospital 101 Enter the occupant start date 03 04 2011 MovE o March 2014 Su Mo o Tu We Th Sa Select the occupants you wish to move and select the building and room to which they will be moving You must also enter the move date in a MM DD YYYY format Once this information has been entered click MOVE to complete the move Copying Occupants Occupants can be copied from one room to another by using the COPY function
3. In struction 19 f Project Verification If the room was allocated to Organized Research OR or Other Sponsored Activities OSA the associated project numbers must be added to the room In addition if a room is allocated between 1 99 OR or OSA Federal requirements dictate that you not only designate the sponsored research projects that are occurring within the room but that you also provide the funding sources chartfield string supporting the non sponsored activities occurring in the room Both projects and chartfields entered in the previous fiscal year will be shown in the Room Information screen If a project was not worked on in this space for any part of the current fiscal year the project should be removed with an end date of June 30 2013 or earlier Indicates the date that activity on the pro ject was stopped in this space Does not indicate the project s end date Projects that ended in the fiscal year must still be accounted for PROJECTS amp CHARTFIELDS d IN END O 00023673 WALKER CLAY B UF RESEARCH FOUNDATION MISCELLANEOUS 37 694 OR 09 02 2013 30 JUN 13 00080010 SHADDOX LUCIANA MECHANISMS AND TREATMENT RESPONSE OF AGGRESSIVE 94 907 OR ACTIVE 21 MAY 14 M PERIODON 100086955 WANG GARY P ORAL MICROBIOME IN PERIODONTAL DISEASE AND HIV 83 082 OR ACTIVE 34 AUG 13 LJ 00087757 WANG GARY P HUMAN ORAL MICROBIOME IN HIV AIDS 32 118 OR ACTIVE 30 APR 12 DEPT FUND PROGRAM PRJ SOURCE ACCT LJ 34
4. SPACE from Complete to Certified Once the space is authorized the status will change 14 OX OX XX 0 0 0 0 0X 00 0 0X 0 0X 0X0 0 x OX 0 0 w 0X 0X 0 0 00 0 0X 00000 LESE LT X 0 Ox S 0X 1S0 0X 0X 0X 0X 0X NX 0X 0X0 to Authorized VII Where to Get Help Space Allocation Definitions and Project Questions spacealloc admin ufl edu gj User Manual PDF Cost Analysis 392 5778 E3 Allocation Definitions 5 Room Use Codes PDF Space Change Requests Email Us About Space Planning Design and Construction Email Us About Projects etc 273 4000 BAFPCSpaceChangeRequests admin ufl edu Technical Help Jodi Chase Planning Design and Construction 273 4007 jlchase ufl edu 26
5. all rooms for the building you have selected with navigation controls at the side of the screen The list contains building floor and room numbers room use square footage pending change requests occupant status symbols space allocation status symbols and project infor mation status symbols a Room Information Screen Select a row to view the detail screen for the room This will include the occupants projects and allo cation percentages of the room Review the information on this screen for accuracy If any errors in the room utilization are present click the submit space change request screen to correct the error b Space Change Request Screen If you have the proper security you will be able to update or verify the department who is responsible for the space or the use and sub use of the space UPDATE 7 VERIFY Note If you are not able to click on the button and create a space change request please refer to page 6 on how to obtain the proper security This form is used to let Planning Design and Construction know about changes to the room M UPDATE ROOM INFO Location 0042 COMPUTER SCIENCES ENGINEE 03 E313 Department 19140100 EG COMP INFO SCI amp ENG Room Name NONE 250 RESEARCH LAB Z TBD id SUBMIT REQUEST For example 1 If the room should not be assigned to your department check the Wrong Dept box If you know which department the room should be assigned to insert th
6. 01 2013 ACTIVE HEALY KAITLIN E STU AST NON CLERICAL amp ADMIN DN COMMUNITY DENTISTRY 01 26 2011 ACTIVE LJ CANTON MELINDA S PROGRAM AST MD SCHOOL OF PA STUDIES GEN 07 31 2013 ACTIVE SELECT ALL CLEAR ALL ADD REMOVE MOVE ij COPY HISTORY VERIFY The Occupants screen will show all occupants that were reported in the prior year s Space Inventory and Allocation Survey Review the occupants who are reported in the room Occupant information including title and phone number come from HR Job Data If any of this information is incorrect contact your department s personnel to ask about a correction Adding Occupants To add a new occupant select ADD You can search for an occupant using their UF ID last name or Dept ID The results are displayed Use the navigation tools to scroll through the search results until you find the name you arelooking for You will have to add the start date as to the date the individual began occupying the space ADD OCCUPANT Faculty Staff Student All UF ID no dash LAST NAME DEPT ID Search Clear Close ADD OCCUPANT J CHASE ARTHUR M OPS HOURLY NON SECRETARY CLERK 60092000 v CHASEJODIL IT EXPERT 70010000 I CHASE PHILIP B COMPUTER APPLICATIONS CRD 4 29680240 HAMILTON NANCY CHASE ADMINISTRATIVE AST 28309000 MATTHEWS JEFFREY CHASE OPS HOURLY NON SECRETARY CLERK 50770000 PERMANN CHASE B OPS HOURLY NON SECRETARY CLERK 56030000 Start Date 03 04 2014 ADD
7. 030100 102 1100 0020950 SELECT ALL CLEAR ALL ADD PROJECT ADD CHARTFIELD REMOVE MOVE D COPY O HISTORY 20 Adding Projects To add a project select the ADD link You can search for a project using the project number PI UF ID Depart ment ID or a title keyword Active projects are searched by default change the search criteria to ALL if you are looking for a project that ended this fiscal year or a prior fiscal year ADD PROJECT ACTIVE ALL Project PI Title Dept ID 6008 Clear Close A list of projects will be displayed The projects are grouped by type Other Sponsored Activity Organized Re search or Departmental Research ADD PROJECT Check the appropriate projects enter the start date and click ADD Development of a Gene Based siad ineo Model Characterization of Regulatory Elements for Gene Express Plant Genetics and Genomics to 00089649 Vallejos Carlos E 2010 07 15 2014 06 30 387 581 0R C 00091661 Altpeter Fredy 2010 11 01 2014 08 31 719 409 OR B 00092048 Kenworthy Kevin E 2010 09 01 2015 08 31 Matching Support for USDA Project TET 100092048 mm 09 01 2014 08 31 170 548 OR E 00093749 Kenworthy Kevin E 8 000 OR Next Generation Sweet Sorghums Sustainable Production Desirable Alleles in Saccharum Germplasm Annual Ryegrass Trials 2011 06 01 2017 05 34 7 975 0R Engineeri
8. ALEAH 36 Incomplete 33 x x s 7 34110000 DN ENDODONTICS 31 Incomplete 31 x x x 34010700 DN FACULTY PRACTICE CE 46 Incomplete 33 x x P4 E 34030400 DN PDRC 16 Incomplete 0 x x x E 34010100 DN DEAN S ADMDN ADMINISTRATION 82 Incomplete 32 x x x F 34070100 DN ORTHODONTICS GENERAL 44 Incomplete 14 X x x E 34060700 DN COMMUNITY DENTISTRY 43 Incomplete 2 X x x SELECT ALL CLEAR ALL CERTIFY SPACE All Organized Research and Other Sponsored Activity projects must be accounted for in the Space Invento ry amp Allocation System before certification can occur If there are any projects that have not been associat ed with space a message will appear indicating how many unreported projects remain Unreported Projects 109 Clicking the Unreported Projects will show all projects that still need to be associated with a room Ifa project is included on this list in error please contact the Office of Cost Analysis at 392 5778 for assistance af Open Space Requests 0 In addition all space requests must be completed before certification can occur If there are any pending space requests that have not been resolved a message indicating how many pending requests exist will be displayed Clicking the Open Space Requests link will show the user all the pending space requests Ifa request shows on this list in error please contact the Space Management team at 273 4000 25 VI Certification Authorization The steps for certif
9. Ctr Admin Services 05 Health Sci Ctr Admin Services 05 Health Sci Ctr Admin Services 05 Health Sci Ctr Admin Services 05 11 v Floor Fifth Floor v OFFICE OFFICE OFFICE OFFICE OFFICE OFFICE OFFICE SERVICE OFFICE OFFICE OFFICE OFFICE OFFICE OFFICE OFFICE OFFICE OFFICE Removing Occupants To remove an occupant select the occupants you wish to remove and click on the Remove button If the occupant shown never occupied the space and needs to be completely removed from this room change the start date to match the end date in the History screen The date which the occupant was removed will be automatically be entered by the system Viewing Occupancy History To view the history of a room select the HISTORY function You can edit the occupant s start and end dates by clicking on the date you wish to change OCCUPANT HISTORY To remove an occupant completely from this room enter the same start and end date and click Save below MILE DE STARTDATE NDDATE KING LYNN E CONTINUING EDUC ASTDIR2 DN CONTINUING EDUCATION 07 01 2003 06 302005 LEE JOYCE M CLERK SR DN FACULTY PRACTICE 07 01 2003 ACTIVE ALEQUIN MARISARA DENTAL AST DN STUDENT CLINICAL TEAMS 07 01 2001 06 30 2003 CLOUD VALERIE M PROGRAM ASSISTANT UNKNOWN 07 01 2001 06302003 KING MARILYNJ IT SPECIALIST SF SFA ADMINISTRATION 07 01 2001 06302008 WATKINS SANDRA J CLERICAL SPV UNKNOWN 07 01 2001 04 24 2013 SAVE Ve
10. Help If you are in need of assistance with questions you can click on the link under the Help box to email the Space Team There is also the User Manual along with a list of Room Use Codes and Allocation Definitions for your convenience IV Room List Once you have made your selection the following screen will be displayed ROOM LIST Filter by Bldg 0042 Computer Sciences Engineering X Search By Occupant v SEARCH CLEAR BLDG FL ROOM DEPT NAME DESCRIPTION AREA ROOM occ a G A101 reesei ae CLASSROOM FIXED TABLET 2 842 X s st I d ee MEE G A101B_ EG OUTREACH OFFICE SERVICE STORAGE i11 3 3 3 I Seuncedenoincering G A101C EG OUTREACH OFFICE SERVICE STORAGE 332 3 x x I PARE ise REM G E107 EG OUTREACH CLASSROOM TBD 950 3X x Xx I i G E107A EG OUTREACH CLASSROOM SERVICE TBD 2220 X st st I A ud G E109 EG OUTREACH OFFICE TBD 203 3 x x I gineering Etude aei G E110 EG OUTREACH OFFICE TBD 270 3 st s I ae ae G je111 EG OUTREACH OFFICE TBD 16 3X x I E ering G E111A EG OUTREACH OFFICE TBD 346 3 x Xx I Patan A G en2 EG OUTREACH CLASSROOM TBD 70 3 X s I Sea m e E113 amp ENG NFOSU OPEN LABORATORY TBD 722 3 x x I Ee ee G E114 ECROMPTINFO SC OPEN LABORATORY STUDY 150 3 2 2 I San e Ens amp eNG 9 9C OPEN LABORATORY TED 655 3 x x I eS E Sat G E116 EGKOMP INFOSC OPEN LABORATORY STUDY es 3X 2 x I The room list will display
11. ITY DENTISTRY 1090 th Sci Ctr Admin Services OFFICE LJ 134060700 DN COMMUNITY DENTISTRY 1090 th Sci Ctr Admin Services OFFICE J 34060700 DN COMMUNITY DENTISTRY 1090 th Sci Ctr Admin Services OFFICE SERVICE 134060700 DN COMMUNITY DENTISTRY 1090 th Sci Ctr Admin Services CE 34060700 DN COMMUNITY DENTISTRY 1090 th Sci Ctr Admin Services 34060700 DN COMMUNITY DENTISTRY 1090 Health Sci Ctr Admin Services CE 34060700 DN COMMUNITY DENTISTRY 1090 th Sci Ctr Admin Services ICE J 34060700 DN COMMUNITY DENTISTRY 1090 Ith Sci Ctr Admin Services ICE J 134060700 DN COMMUNITY DENTISTRY 1090 th Sci Ctr Admin Services CE LJ 134060700 DN COMMUNITY DENTISTRY 1090 th Sci Ctr Admin Services CE a 34060700 DN COMMUNITY DENTISTRY 1090 Ith Sci Ctr Admin Services ICE 134060700 DN COMMUNITY DENTISTRY 1090 th Sci Ctr Admin Services CE 34060700 DN COMMUNITY DENTISTRY 1090 th Sci Ctr Admin Services CE 34060700 DN COMMUNITY DENTISTRY 1090 th Sci Ctr Admin Services ICE SERVICE Ls ag ram Adm E Copying Projects Projects can be copied from one room to another by using the COPY function This is especially useful in instances where work is being done on a project in more than one location This function will copy selected projects in the room to a new room Removing Projects To remove a project select the project that needs to be removed and click on the REMOVE link If the pro ject listed was nev
12. Operations amp Maintenance TOTAL Use this category to report space used for administrative and supporting services that benefit common or joint departmental activities or objectives in academic deans offices academic departments and divisions organized research institutes study centers and research centers Academic deans offices Space attributable to administrative functions Academic departments Space attributable to the administrative work including bid and proposal preparation for new awards of faculty including department heads and other professional person nel conducting research and or instruction shall be allowed 13 Includes space used for e General departmental office functions including that of a chair and departmental staff secretarial clerical assistants and administrative officers e Administrative functions in deans offices e General departmental services including mail distribution copy rooms and telephone service Development of bid and proposal for new research activities e Departmental conference room Does not include space used for e Direct administrative effort related to a specific course That is considered Instruction e Direct administrative effort related to a specific sponsored project and funded by the sponsored pro ject That is considered Organized Research e Space used for undergraduate or graduate coordination That space is considered Instruction General Administ
13. Space Inventory and Allocation System User Manual Updated as of June 2015 UF Space Inventory amp Allocation System UF FLORIDA Main Menu Room List Certify Space Report Menu Help Hello Jodi The system is open for occupancy and project updates ONLY The FY2014 survey covers July 1 2013 through June 30 2014 0075 CERC 171 28010000 VM DEAN S OFFICE 144 0118 Vet Med Isolation Barn 8 28040000 VM LACS 138 0165 Deriso Hall 27 28050000 VM PHY SCI 125 0177 Vet Science Parasite Lab 18 28090000 VM SACS 159 0206 Basic Science T8lL 28100000 VM PATHOBIOLOGY 129 0215 Veterinary Clinical Sciences 306 28300000 VM VMTH 1 0216 Vet Med Food Animal Clinic 28 28309000 VM ADMINISTRATION 32 0217 Vet Med Metabolic Building 15 28310000 VM VMTHSA 224 0218 Vet Med Equine Barn 6 28320000 VM VMTHLA 197 0221 VAB Auditorium 1 28330000 VM VMTHLABS 29 0222 Pole Barn 0224 Vet Med Dog Track Control Twr 2 0471 Veterinary Science Building 30 ROOM E Report Menu gj User Manual PDF OCCUPANT Space Worksheet Excel Allocation Definitions PROJECT ti Open Space Requests 0 Room Use Codes PDF SEARCH j Unreported Projects 32 Email Us About Space 49 Report a Missing Room Email Us About Projects etc The Space Inventory amp Allocation System is supported by data from the UF Space Tracking and Reporting System For technical assistance please contact Planning Design amp Construction at 352 273 4007 For questions abou
14. This is especially useful in instances where a professor and research assistants occupy both an office and one or more laboratories This function will copy selected occupants of the room to a new room COPY OCCUPANT Please select the rooms to COPY the occupants to Multiple rooms may be selected Filter by Bldg 1090 Health Sci Ctr Admin Services NAME 34060700 DN COMMUNITY DENTISTRY 1090 L 34060700 DN COMMUNITY DENTISTRY 1090 ml O 00000 DJ 34060700 DN COMMUNITY DENTISTRY 1090 34060700 DN COMMUNITY DENTISTRY 1090 34060700 DN COMMUNITY DENTISTRY 1090 34060700 DN COMMUNITY DENTISTRY 1090 34060700 DN COMMUNITY DENTISTRY 1090 34060700 DN COMMUNITY DENTISTRY 1090 34060700 DN COMMUNITY DENTISTRY 1090 34060700 DN COMMUNITY DENTISTRY 1090 34060700 DN COMMUNITY DENTISTRY 1090 34060700 DN COMMUNITY DENTISTRY 1080 34060700 DN COMMUNITY DENTISTRY 1090 34060700 DN COMMUNITY DENTISTRY 1090 34060700 DN COMMUNITY DENTISTRY 1090 34060700 DN COMMUNITY DENTISTRY 1090 Is NAME Health Sci Ctr Admin Services 05 Health Sci Ctr Admin Services 05 Health Sci Ctr Admin Services 05 Health Sci Ctr Admin Services 05 Health Sci Ctr Admin Services 05 Health Sci Ctr Admin Services 05 Health Sci Ctr Admin Services 05 Health Sci Ctr Admin Services 05 Health Sci Ctr Admin Services 05 Health Sci Ctr Admin Services 05 Health Sci Ctr Admin Services 05 Health Sci Ctr Admin Services 05 Health Sci
15. ational institutions Policy for Meeting Deadlines The University of Florida is committed to completing its space allocation sur vey every fiscal year to obtain information necessary for required reporting to the State and for use by the Office of the CFO for the RCM budget process In addition completing the space survey every year assists in maintaining the knowledge of staff completing this task Deadlines are established and com municated for the completion of the space survey which are important for meeting these objectives Therefore if a department is noncompliant in meeting these deadlines all their space will be reported with a use code of Research Lab to the Office of the CFO for RCM budgeting purposes Gathering and Preparing the Information for Input Step I Before you enter information into the web based system you need to become famil iar with the space allocation categories See Space Allocation Survey Category Descriptions on pages 13 through 19 for a complete description of each category Please remember that your work should be well documented include methodology used to determine room alloca tions Step II Interview your room occupants A feature of the Space Inventory and Allocation Survey is the ability for each department to export to Excel a listing of all the buildings and rooms for which they are responsible See Space Inventory and Allocation System Reports subheading on page 8 You can then use the Exc
16. ce e Administrative support to faculty for any activity related to clinical practice Does not include space for e Actual health care delivery and or treatment This is considered Patient Care Sponsored Project Administration SPA Sponsored Project Administration includes space used for all activities performed by Cost Analysis Con tracts and Grants office and the Division of Sponsored Programs These organizations are designated pri marily to administer sponsored projects Student Administration STU Adm Space used for activities for the administration of student affairs and for services to students Includes of fices of Deans of Students Admissions Registrar counselors as well as student health and the infirmary Instruction INS Use this category to report space used for all teaching training and instructional activities whether offered for credit toward a degree certificate or on a noncredit basis Includes all activities related to teaching such as preparation grading labs and assistance to students registered in class Also includes space for e Syllabus production exam preparation textbook orders and roster preparation e Formal classroom teaching e Academic counseling and advising students Course preparation e Departmental libraries that are not part of the library system 15 Sponsored Instruction Spo Ins Use this category to report space used for specific instructional or other train
17. e ADD CHARTFIELD Select an Account OR Enter a Chartfield Dept ID 7001 LOAD HR ACCOUNTS Account Select an Account Select an Account 10000 101 6100 Add Charffield 10000 179 6100 GA Grant Funded On acant Renovated Select and add the desired sources to your room Alternatively you can select the Enter a Chartfield op tion and manually enter the chartfield you are looking for ADD CHARTFIELD Select an Account Enter a Chartfield Dept Fund Program Project Source 23 Adding Non sponsored Sources when PeopleSoft ChartFields are not applicable In the drop down box there are special selections that can be made to document the non sponsored allocation s when PeopleSoft ChartFields are not applicable Use these selections to report the non sponsored portion of a room that has been partial ly allocated to Organized Research Not UF Paid This can include laboratories and other research space used by students visiting researchers Emeritus faculty and volunteers who are not paid by UF GA Grant Funded Students who are paid by the grant being conducted in the room AND have a desk in the room at which they can work on their own dissertation or other course work Vacant Renovated This can be used if the room has some portion allocated to Organized Re search and Vacant Under Renovation for the fiscal year ug nuu oremuvce Xy muve gy XAAZ3 Y pu MORT v rr ADD CHARTFIELD Select an Account Ente
18. e correct Department ID in the New Dept field 2 If the Room Use has changed choose the correct Room Use from the drop down menu Update the room Sub Use in the same way 3 If there has been any physical change to the room in the past year make a note in the Comments field Planning Design and Construction will visit the location and revise the floor plan and square footage information After completing the Space Change Request click the Submit button and you will be returned to the room list A number should now appear in the Pending Requests column indicating how many requests have been made for that room Certification cannot occur until all Pending Requests have been resolved c Add Missing Room Screen If you need to add a room that is missing from your department s assigned room list click on Report a Missing Room from the Main Menu under the Tools Heading Report Menu i Space Worksheet Excel ti Open Space Requests 0 tj Unreported Projects 32 C amp Report a Missing Room d Occupancy Verification At the start of each survey period all rooms in the Room List screen See Page 8 will be marked as need ing occupancy verification After verification of occupants the x listed on the room list screen will change to a check mark During non survey periods occupant changes will still be permitted tA OCCUPANTS NAMI T Ji START DATE CLARK WINIFRED CYNTHIA PROGRAM AST DN COMMUNITY DENTISTRY 06
19. el worksheet as a tool to interview the occu pants and to determine how the space has been utilized This is the department s record that the individual and his or her supervisor provided and agreed to the space allocation infor mation Your department s authorizer may wish to review the data with you before you enter it into the Space Inventory and Allocation System You must retain a copy of this infor mation in your office in the event your area is audited Please call Cost Analysis at 392 5778 if you have any questions about the space allocation cat egories or which category to use in a specific situation EXAMPLES When preparing to allocate spread the use of a room the question to be answered is Over the entire fiscal year 7 1 to 6 30 how was this space used The person responsi ble for reporting should interview the occupant s of a room or a responsible individual PI Lab Manager etc in order to determine all uses of the room during the fiscal year It is important to understand the differences and relationships between effort reporting and space allocation reporting Effort reporting measures how an individual s time was used dur ing a specific period However when a space administrator interviews occupants of a room he or she is asking what activities were performed in that space There is usually a correla tion between effort and space reporting but not necessarily a one to one relationship For example A
20. er worked on in the space and needs to be removed from the system entirely enter the same end date as the beginning date Beginning and ending dates can be found by viewing the HISTORY screen a REMOVE PROJECT Please enter the date that work ended in this room 02 03 2014 Do you wish to remove this project from ALL the rooms it is currently assigned to Yes remove from all No just this room REMOVE PROJECT Once the room has had the occupants verified has been allocated 100 and all appropriate accounts have been added three blue checkmarks in the top of the Room Information screen should appear indicating this room is complete 22 g Rooms Designated as 1 99 6 Organized Research If the room is partially allocated to Organized Research Federal requirements dictate that you not only designate the sponsored research projects that are occurring within the room but that you also provide the funding sources chartfield string supporting the non sponsored activities occurring in the room Adding Non sponsored Sources Once the sponsored projects have been added to a room that is allocated to Organized Research you must select the non sponsored funding sources supporting the other allocations in that room To do this click ADD CHARTFIELD Enter your Dept ID and click Load HR Accounts to get a list of all the non sponsored chartfield strings based on HR Account Code for that Department ID AVU IE IIS V E muve
21. es Library West Smathers Library Marston Science Library Education Library Journalism Reading Room Music Library Architecture and Fine Arts Library Health Science Center Library Borland Library Jacksonville Map and Imagery Library Mead Library P K Yonge Veterinary Medicine Reading Room and Legal Information Center Does not include space used for e Small departmental libraries that are not a part of the official university library system which are considered Instruction e Rare book collections which are reported as Auxiliary Other Institutional Activities Operations and Maintenance O amp M Use this category to report space used for the administration supervision operation maintenance preservation and protection of the institution s physical facilities Includes space used by e Physical Plant Division PPD e Facilities Planning amp Construction offices Environmental Health amp Safety offices e University Police Department Campus Mail Patient Care Use this category to report any and all space used for clinical practice activity including the treatment of pa tients related to the Faculty Practice Plans 18 Patient Care includes space used for e Health care delivery and treatment rooms not related to research or instruction e Patient care rooms if any are assigned to your department Does not include space used for e Administrative and support services for the billing collection a
22. ge 11 5 Copying OCCU Pants ve aio eee eterne e e agb eei eene ore eoe ee o eee aer nel e ete eo rosae on eriten Page 11 As REMOVING Occ p nts eite etre etel erbe ete oleo eroe Rises ie eee ocius reve a ambi es Page 12 5 Viewing Occupancy EHSEOLy oerte et en UE age DOR IERI YA Heg NPREETE YE Te UE eue engan Page 12 6 Verifying OCCUDAnLts i o e e oerte Rx rote aee Mee eere e risen eene RHENUS d Page 12 e Space Allocation 1 Entering Submitting Information eee ecescceseesescecceseessceesceaeceeeeeeceaeeaceeeaeeaeeesaeeaeeeeeteeen Page 13 2 Definition of Categories nsiet ii ei e e EE aE E iE eK EE E E E a Pages 13 19 f Project Verification 1 Adding Projects o E SR Ee RR WEE e dA as cu deti et pa ed bete eed Page 21 2 Moving Projects eicere e e e eee t Pages eee oe eese eek IY Ox ese eoe unge ee ean Page 22 3 Copying Projects ceret ete fer er ORE ee i RE THER Ute Eee E N eae Page 22 A REMOVING Projects eee ree een en ire EE pee eee ERE RR RE PESE RR cv seivea gees eene eeu Page 22 g Rooms Designated as 1 99 Organized Research 1 Adding a Non Sponsored Source eese eene teet etetnnetnnt tenete nne Pages 23 24 Vig SO LALUS R OPOT Es e eere a nEs neat e EEEa EESE EK TETE E ER a A EE EE EE EETA E E R Page 25 VI Certification Authorization Process eeseeseserseessecersesrsseeeoesesecesesseesrscesscesreoeeseestsoseestesoesoestssteecestestesee Page 26 RAI AS Sexe dol X
23. h space in your survey is Over the entire fiscal year how was this space used II Accessing the Space Inventory amp Allocation System a Online Security Request In order to access the Space Inventory and Allocation System you will need to have your department s Se curity Administrator DSA create a security request through myUFL The DSA will need to enter your UFID your eight digit Department ID in the Authority Area and only one of the following roles UF N IND COST SP ALLOC BROWSE a look only role UF N IND COST SP ALLOC CERTIFY UF N IND COST SP ALLOC AUTH b Recommended System Requirements Required Resolution 1024 x 768 Browser Microsoft Internet Explorer 7 x or higher or Firefox 3 x or higher Javascript must be enabled Cookies must be enabled c Required Authority Area field When requesting any space allocation role please remind your DSA to include the eight digit DeptID s you will be reporting in the Authority Area of the request If the field is not initially updatable the DSA must select the Save button to activate the field for input Examples 29000000 provides access to all DeptIDs beginning with 29 29010000 provides access to all DeptIDs with 2901 29010000 29020000 29030000 access to all DeptIDs beginning with 2901 2902 2903 Note the required semicolons between each and at the end with no spaces in between III Main Menu Once you have obtained the sec
24. ing activities established by a project contract or cooperative agreement Does not include space used for e Research training which is considered Organized Research Departmental Research DR Use this category to report space used for research development and scholarly activities that are not Orga nized Research and consequently are not separately budgeted and accounted for Typically funds 211 and 212 Includes space used for e Research related activities that are funded with unrestricted funds such as miscellaneous donors combined projects or allocation of overhead funds including Gap and Start Up funding Organized Research OR Use this category to report space used for research and development activities of an institution that are sep arately budgeted and accounted for Includes space used for Sponsored Research This includes all research and development space used for activities that are sponsored by federal and nonfederal agencies and external organizations This category includes space used in the training of individuals in research techniques commonly called research training where such activities utilized the same facilities as other research and development activities and where such activities are not included in the instruction function Normally these individuals are working on research for projects in Funds 201 209 or sources in Funds 103 and 221 Examples Outside Sponsored Research such as federa
25. l state or local government Industry and Foundations Please be aware that if a Graduate Assistant or other students occupy a space that is generally 10096 Organized Research you must consider some allocation to Instruction for the time that student may be working on a dissertation homework or other class studies University Research This includes all research and development space that is sponsored by institu tional funds and is separately budgeted and accounted for This type of organized research is award ed after review of an internal application for support of a specific project Example Division of Sponsored Research DSR Opportunity Fund projects University of Florida Research Foundation Inc projects 16 Other Sponsored Activities OSA Use this category to report space used for sponsored projects that are not Organized Research or Sponsored Instruction These projects are designated by the agency as Other Than Research Examples of such programs include e Children s Medical Services e Mother Infant Care Services e Sponsored Museum Exhibits e Sponsored Journal Editorship e Sponsored Conference Agricultural Extension Ag Ext Use this category to report activities involving the Institute of Food and Agricultural Sciences IFAS Coop erative Extension Service Auxiliary AUX Includes space used by e Residence halls dining halls student unions intercollegiate athletics bookstores faculty housi
26. nd distribution of professional fees e Faculty office space when used for scheduling reviewing patient charts or other administrative ac tivities related to clinical practice e Administrative support to faculty for any activity related to clinical practice These are all considered Practice Plan Administration Public Service Pub Svc Use this category to report space used for assigned duties such as serving as a consultant to local state or national agencies serving as an officer in professional societies acting as an editor for a professional journal Union Activities and APA Use this category to report space used for effort expended on United Faculty of Florida UFF or Aca demic and Professional Assembly APA activities Vacant or Under Renovation Vac Ren Use this category to report space that is closed entirely unused empty or undergoing renovation Space that has been unused during part of the year should be shown at the corresponding percentage that it was vacant For example a room that was empty due to renovation for three months would be shown as 25 Va cant or Under Renovation on that fiscal year s Space Allocation Survey NOTE Normal absences for short work breaks and vacations do not mean a room is vacant Also a room does not have to be used a specified number of hours a week A dissection room for instruction used three days per week by students and unused the other four days would be allocated as 10096
27. ng chapels theaters public museums service centers and other similar auxiliary enterprises e Any space area that charges others for a service As well as space used for e Service Centers Recharge Centers Specialized Service Facilities Other Institutional Activities OIA Use this category to report space used for all activities of an institution that are not specifically assigned to other categories Includes space used by e Department Break rooms Department Kitchens Emeritus Used Space Non UF Paid Volunteer Used Space Non UF Paid Rare book collections Small Department Libraries Intercollegiate Activi ties Public Relations Development and fund raising Intercollegiate activities Also includes space used for any other function the activities of which are unallowable per OMB A 21 Governance Gov Use this category to report space used for any significant effort devoted to college and university wide com mittee assignments Does not include space used for e Undergraduate or graduate coordinating advising which is considered Instruction 17 Library Lib Use this category to report space used for the operation of the libraries in the official university library system Library administration should also be reported to this category Includes space used for e Storage of books and purchased material of the library e Reading areas e Study rooms e Library administrative room areas Specifically includ
28. ng hydrocarbon biosynthesis and storage togethe 00099690 Kenworthy KevinE X Evaluation of Zoysiagrass 2012 01 01 2017 12 31 260 750 OR Direct Effects of Converting Convenyonal CHOUpIO SyStE Interdisciplinary training in agroecology enhancing a b Vermerris Willem 2011 05 01 2015 04 30 1570 583 OR Select the project that is being worked on 2011 09 15 2014 09 14 608 553 0R in the room scroll to the bottom of the list and select ADD More than one project may be added at a time 2012 02 29 2016 02 14 908 102 0R amp 00101960 Erickson John E 2012 07 01 2016 06 30 222 297 0R 2013 02 01 2018 01 31 246 000 0R EJ 100103428 Rowland Diane L Enter the start date as to the date that work on the project began in the space and click ADD to continue 21 Moving Projects Projects just like occupants can be moved from one room to another without being removed and added again by using the MOVE function This will remove the project from the current room and move it to a new room MOVE PROJECT Filter by Bldg 1090 Health Sci Ctr Admin Services Y Floor Fifth Floor v BLDGNAME Fl ROOM DESCRIPTION LJ 34060700 DN COMMUNITY DENTISTRY 1090 th Sci Ctr Admin Services 05 34060700 DN COMMUNITY DENTISTRY 1090 Health Sci Ctr Admin Services 05 OFFICE J 34060700 DN COMMUNITY DENTISTRY 1090 Ith Sci Ctr Admin Services J 34060700 DN COMMUN
29. nstruction If a Room is Used for More Than One Purpose Joint Use Estimate the percentage of time the room is used for each purpose This should be based as stated earli er on interviews or other documentation Avoid simply splitting the room 50 50 or 33 33 6 34 6 unless this is an accurate representation of how the room was used Example If a lab is used for departmental research and organized research it would be a joint use room A faculty member might use his or her office for work related to instruction depart mental administration and clinical practice These are examples of a joint use room and the room should be allocated according to the percentage of each activity performed in the room during the entire fiscal year If a Room Has Been Vacant or Under Renovation Determine the appropriate percentage of the year that the space was vacant Normal absences for short work breaks summer and vacations do not mean a room is vacant Also if the classroom or lab is only used once a week the room is still not listed as vacant and the use of the room would remain 10096 Instruction or other correct allocation category Example A room that was vacant empty and unused for 3 months of the year would be allocated as 2596 vacant renovated and the remaining 75 would be spread under the appropriate categories re flecting how the room was used during the rest of that fiscal year Remember the question that must be answered for eac
30. professor reported his her effort for all three semesters of a year as 60 Organized Research 30 Instruction including advisement and 10 Department Admin istration This represents the time spent on these activities by the professor Two rooms are assigned to this professor an office and a laboratory After the space ad ministrator interviews the professor the following is clear Teaching is performed in classrooms that are allocated by a different department as in struction The professor s lab is used 20 hours a week exclusively for organized re search It is therefore allocated as 10096 Organized Research in the Space Inventory and Allocation system The professor s office is used approximately 15 hours a week and is estimated by the professor to be used 7096 for Instruction 1096 for Organized Research and 2096 for Department Administration The office is allocated similarly in the Space Inventory and Allocation System If a Room Has No Occupants Identify the use of the room by talking with the chairperson and or the people who utilize the room and allocate it accordingly Example A departmental mailroom conference room and shared equipment room are examples of rooms that may not have assigned occupants If a Room is Used for Only One Purpose Identify the room use and allocate it accordingly as 100 Example A classroom lab used only for instruction that is funded by appropriations will usually be allo cated as 10096 I
31. r a Chartfield Dept ID 7001 LOAD HR ACCOUNTS Account Selectan Account Select an Account 70010000 101 6100 170010000 179 6100 170010100 101 6100 70010100 102 6100 170010100 171 6100 170010100 171 6100 70010200 149 9100 0 70010203 101 6100 0 70010400 101 6100 0 GA Grant Funded Onl Vacant Renovated 24 V Status Report The Status Report can be run from the Main Menu or from the link on the bottom menu The Status Re port shows a list of all departments the number of rooms and their current status The certifier s goal is to have all rooms containa y in the Occupants Space Allocation and Projects columns STATUS REPORT Unreported Projects 109 f Open Space Requests 0 After certification the status will change Pa DEPT from Complete to Certified Once the space is authorized the status will change 34170402 DN PROSTHS RESIDENT PROG E x x y E 34160000 DN ORAL DIAGNOSTIC SCIENCES x x x 34010300 DN CLINIC ADMINISTRATION x x x 7 34130000 DN PERIODONTICS X x x E 34060300 DN ST PETERSBURG x x y F 34010400 DN OFFICE OF RESEARCH 9 Incomplete 30 X X X E 34100000 DN PEDIATRIC DENTISTRY 85 Incomplete 32 x x x 7 34170000 DN RESTORATIVE DENTAL SCIENCES 70 Incomplete 22 X x x E 34030000 DN ORAL BIOLOGY 94 Incomplete 7 X x x E 34080000 DN OSDS 72 Incomplete 22 X x x E 34180100 DN SCHOOL OF ADV ED GENERAL 4 Incomplete 0 x x x E 34060500 DN HI
32. ration GA Use this category to report space used for activities of the general executive and administrative offices of the University and other activities of a general character that do not relate solely to any major function of the institution i e solely to Instruction Organized Research Other Sponsored Activities or Auxiliary Other Institutional Activities This category is only for areas that benefit the entire university Includes space used by e President s and vice presidents offices e Institution wide financial management business services budget and planning personnel manage ment and risk management Office of the General Counsel e UF Bridges e Finance and Administration Central administration of health affairs e Payroll Does not include space used for e Activities within non university wide dean s offices academic departments organized research units or similar organizational units That space is considered Departmental Administration 14 Practice Plan Administration PPA Use this category to report all space used in support of clinical practice activity including administrative activities related to the Faculty Practice Plans Includes space used for e Administrative and support services for the billing collection and distribution of professional fees e Faculty effort related to scheduling reviewing patient charts or other administrative activities related to clinical practi
33. rifying Occupants The final step to Occupancy Verification is to click on the VERIFY link Once you have verified occu pants the icon in the occupants column of the Room List will change froma X toa y You are now ready to allocate the space for that room 12 e Space Allocation Entering Submitting Information Each Space Allocation record will be preset with the X icon This icon indicates that the room needs to be allocated During non survey periods the Space Alloca tion and Project information screens will not be available for input Click on row of the room to allo cate the space The certifier must allocate the room to one or more of the above categories for a total of 10096 If the total does not equal 10096 an error message will be displayed Choose the allocation categories using the following definitions A SPACE ALLOCATIONS CATEGORY Yo CATEGORY CATEGORY o E s Administration Departmental Instruction Governance Administration General Instruction Sponsored Library Administration Practice Plan Administration Sponsored Project Administration Student Agricultural Extension Vacant or Under Renovation Research Departmental Research Organized OR Other Sponsored Activities OSA wee Other Institutional Activities SAVE ALLOCATIONS Departmental Administration DA Patient Care Public Service Union Activities
34. t how to fill out this survey please contact Cost Analysis at 352 392 5778 f h A _ o no Space Inventory amp Allocation System University of Florida PO Box 115350 114 Elmore Hall Gainesville FL 32611 Cost Analysis PO Box 115350 114 Elmore Hall Radio Road 352 392 5778 Table of Contents I ntrod ction rent RE RU RR eer e epar ta sv A Page 3 Policy for Meeting Deadlines ertt ere FIR Hee eere eer en ERR AER eR Ee eS ae ER Seb e eee PE en Page 3 Getting Started uer reiecit t boete e e I t me PU es Por e d PEERS eq E PEE Ie PE ede Pee ep qued ead Page 4 II Accessing the Space Inventory and Allocation SysteM eeseeccesseescesecesseeseeeececeeeeseeeaecesceeaeesaeeeseesaeees Page 6 a Online Security Request b Recommended System Requirements c Required Authority Areas III Main Menu iicet cette re eran e edere o e ee usd En Guava Ve e aee ee ue ee eere epe e ve eno pev sedo nese Page7 IV Room List Room Information Screen ete desee tiere eee reet set ete ed esa elec e eene ea EREKE EOE S Page 8 b Space Change Request Sereen esris ana ES e n KE E E ANETE RENER E ER Page 8 Add Missing Room Screen eter e tete rr A E E E O TR E etae Page 9 d Occupancy Verification t Adding Occupants iere b e ee e E RR TER ERE REESE ns Page 10 2 Moving Occupants ies IRE RR ER ES E PERIERE IEEE NEAR RP IY E PETER RESTE ANUS Pa
35. urity role to access the Space Inventory amp Allocation System you will log in using your Gatorlink ID and password The first screen to appear is the Main Menu The FY2014 survey covers July 1 2013 through June 30 2014 BLDG NAME ROOMS DEPT NAME ROOMS 0075 CERC 171 28010000 VM DEAN S OFFICE 144 0118 Vet Med Isolation Barn 8 28040000 VM LACS 138 0165 Deriso Hall 27 28050000 VM PHY SCI 125 0177 Vet Science Parasite Lab 18 28090000 VM SACS 159 0206 Basic Science 78 0 28100000 VM PATHOBIOLOGY 129 0215 Veterinary Clinical Sciences 306 28300000 VM VMTH 1 0216 Vet Med Food Animal Clinic 28 28309000 VM ADMINISTRATION 32 0217 Vet Med Metabolic Building 15 28310000 VM VMTHSA 224 0218 Vet Med Equine Barn 6 28320000 VM VMTHLA 197 0221 VAB Auditorium 1 28330000 VM VMTHLABS 29 0222 Pole Barn 1 0224 Vet Med Dag Track Control Twr 2 0471 Veterinary Science Building 30 ROOM OCCUPANT PROJECT SEARCH View Selections Report Menu E Space Worksheet Excel Lj Open Space Requests 0 tij Unreported Projects 32 49 Report a Missing Room fg User Manual PDF EJ Allocation Definitions Room Use Codes PDF Email Us About Space Email Us About Projects etc Users can view their space by building or by department System Status The status of the system will display on the main menu When a survey is not in process the system will be open only for occupancy edits and space change requests
36. ying and authorizing your space are identical Depending upon your security you will see either a Certify Space link or Authorize Space link on the status report This link will only be activated once ALL projects and pending space requests have been cleared for ALL departments within your security level STATUS REPORT X Unreported Projects 109 f Open Space Requests 0 34170402 DN PROSTHS RESIDENT PROG 2 Incomplete 33 I 34160000 DN ORAL DIAGNOSTIC SCIENCES 55 Incomplete 27 34010300 DN CLINIC ADMINISTRATION 151 Incomplete 32 34130000 DN PERIODONTICS 51 Incomplete 8 7 34060300 DN ST PETERSBURG 51 Incomplete 33 34010400 DN OFFICE OF RESEARCH 9 Incomplete 30 E 34100000 DN PEDIATRIC DENTISTRY 85 Incomplete 32 E DN RESTORATIVE DENTAL SCIENCES 70 Incomplete 22 E 94 Incomplete 7 Select the Department ID you would like certified IE 72 Incomplete 22 or authorized and select Certify or Authorize E e b 1 i 4 Incomplete 0 Multiple D ID ultiple Department 1Ds may be selected at once 36 Incomplete 33 34110000 DN ENDODONTICS 31 Incomplete 31 m 34010700 DN FACULTY PRACTICE CE 46 Incomplete 33 34030400 DN PDRC 16 Incomplete 0 34010100 DN DEAN S ADMDN ADMINISTRATION 82 Incomplete 32 34070100 DN ORTHODONTICS GENERAL 44 Inco 34060700 DN COMMUNITY DENTISTRY 43 Incomplete SELECT ALL CLEAR AL After certification the status will change CERTIFY
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