Space Inventory & Allocation System User Manual
Contents
1. 00000723 KAYE STANLEY LIGHTING MASTER STUD 2001 06 01 2008 08 17 18 074 I 00048294 FROSCH JOAN MOVEMENT R EYOLUTION DIA 2006 08 14 3 000 C 00055978 ROVINE VICTORIA Florida Network for Globa _ The projects are grouped by type 00062350 BRANDMAN RUSSELLA Vital Visionaries Program ie f Other Sponsored Activity Organized T 00062431 OLIVERIO JAMES Integrated Situational Awa R h D t t R h I 00062782 ROGAL MARIA The Visual Culture of Mex esearch OF epar menta arch M 00064196 FROSCH JOAN New African Dance Movement R 2006 09 01 2007 06 30 28 100 DEPARTMENTAL RESEARCH OTHER PROJECTS Add Project PI Name Title Start Date End Date Amount 00000630 MCGLOTHLIN DONALD DSR ALLOCATION FOR GRADUATE ST 1999 07 01 2008 07 31 129 000 M 00000693 PROFESSORSHIP AWARD PROGRAM 2001 03 26 2010 06 30 26 913 ADD PROJECTS Select the project that is being worked on in the room scroll to the bottom of the list and select Add Pro jects More than one project may be added at a time The system will automatically populate the start date as the project s start date If this needs to be corrected it can be done by changing the date in the Project History screen Page 21 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 Admin2. i N 4G HORTICULTURAL SCIENCES SMITH AMANDA C SMITH AMIE K SR A P PRO SPC JN WUFT T Y PROD CTR 4DMIN AST PROF 4ND PROG DIR MD PEDS HEMATOLOGY SMITH AMY A SMITH AMY M OFFICE MANAGER MD EMERGENCY MED CLINICAL SMITH ANDREW JOSEPH STUDENT MD MOLECULAR GENTCS MICROBIO SMITH ANGEL MARIE UNKNOWN MD PEDS CHILD ABUSE PREVENTION PADD OCCUPANTS The first ten results will be displayed Use the navigation tools to scroll through the search results until you find the name you are looking for Page 11 You also have the 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 occu pant from the current room and move them to anew room Select O ccupants CURRENT OCCUPANTS ding 0006 NATHAN F BRYAN HALL Floor G Room 0100 OFFICE SF 351 Name Title Phone PS CI MATHIS RENEE Executive Secre 392 23971215 y E SAWS WENDY M Secretary C WORLEY ELIZABETH D UNK NOW H 392 6091 Moving occupants will remore them from their current room and add them to the room selected below MOYE SELECTED OCCUPANTS TO Building 0006 BRAN HALL Room 0100 OFFICE Move Out Date nae losee 2o07 MOVE F CANCEL 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 ina MM
3. Vil Certification Authorization The steps for certifying and authorizing your space are identical Depending upon your security you will see either a Certify Now link or Authorize Now 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 Page 1 17 Buildings DEPT NAME ROOMS STATUS OCCUPANTS ALLOCATION PROJECTS 7 34010000 DN DEANS OFFICE 16 INCOMPLETE x x T 7 34010100 DN ADMINISTRATION 82 INCOMPLETE x x Y 7 34010300 DN CLINIC ADMINISTRATION 242 INCOMPLETE x x va 7 34010400 DN OFFICE OF RESEARCH 3 INCOMPLETE x x Y 7 34030000 DN ORAL BIOLOGY 101 INCOMPLETE x z va Select the Department ID you would like a v certified or authorized and select Certify x v L 3406020 Now or Authorize Now Multiple x i F 3406030 Department IDs may be selected at once x a 34060504 x i 7 34070100 DN ORTHODONTICS GENERAL 41 INCOMPLETE x P va 34080000 DN OSDS 84 INCOMPLETE x x i 34100000 DN PEDIATRIC DENTISTRY 14 INCOMPLETE x x f 34110000 DN ENDODONTICS 14 INCOMPLETE After certification the J 34130000 DN PERIODONTICS 14 INCOMPLETE status will change from J 34140000 DN PROSTHODONTICS 36 INCOMPLETE C omplete to Certified 34150000 DN DENTAL BIOMATERIALS 15 INCOMPLETE Once the space is author a ee ized the status will change CERT
4. 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 instruc tional activities whether offered for credit toward a degree certificate or ona 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 e Course preparation e Departmental libraries that are not part of the library system Page 16 IV Room List 16120100 LS CHEMISTRY GENERAL Filter by Bldg Selecta Building Jump to Bldg GO Filter by Floor All Floors Page 1234557891011 12 13 1415 16 17 18 19 20 21 22 23 442 Rooms Room 5 aiding Floor Room Room Use Sq Ft Pending occupants Allocation Projects Info Requests O oA 01 0109 CLASS LABORATORY 664 0 v v4 Y ve aad REENE FEINT 62 lo2sa OFICE 217 o wv Ti Ti D rA ENET cid a Oe 215 0 x x v HALL O fa 02 0252 CONFERENCE ROOM 335 0 x x v i lap KEENE FLINT 52 0254 OFFICE SERVICE 31 o x x va e aa KEENE FLINT 62 o2s5 OFFICE 119 o x x wv 0008 KEENE FLINT 95 0256 OFFICE ius F x x HALL aa KEENE FLINT 2 0257 OPEN CLASS LABORATORY 542 0 x x va i IA KEENE FLINT 02 0258 OPEN
5. Use this category to report space used for research development and scholarly activities that are not Organized Research and consequently are not separately budgeted and accounted for 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 This includes Gap and Start U p funding Organized Research OR Use this category to report space used for research and development activities of an Institution that are separately 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 re search and development activities and where such activities are not in cluded in the instruction function Examples Outside Sponsored Research such as federal state or local govern ment Industry and Foundations University Research This includes all research and development space that is sponsored by institutional funds and is separately budgeted and accounted for This type of organized research is awarded after review of an internal application for support of a specific proj
6. administration supervision op eration 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 e Environmental Health amp Safety offices e University Police Department e Campus Mail Patient Care Use this category to report any and all space used for clinical practice activity including the treatment of patients related to the Faculty Practice Plans Page 19 ized Research or Sponsored Instruction These projects used to have a FLAIR SAMAS expansion option EO of 14 or 16 They are designated by the agency as O ther T han R esearch Examples of such programs include e Children s M edical Services e Mother Infant Care Services e Sponsored Museum Exhibits e Sponsored J ournal Editorship e Sponsored Conference Agricultural Extension Ag Ext U se this category to report activities involving the Institute of Food and Agricul tural Sciences IFAS Cooperative Extension Service Auxiliary Other Institutional Activities Aux or 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 Residence halls dining halls student unions intercollegiate athletics bookstores faculty housing chapels theaters public museums and other similar auxiliary enterprises A
7. be complete by JUNE 30 2007 REPORTS HELP o S View User Manual PDF P Status Report Certify Space 5 Report Menu CJ View List of Allocation Definitions Space Worksheet Excel View List of Room Use Codes PDF E Completed Report 2002 Ask a Question via Email Completed Report 2003 w Report a Problem a Completed Report 2004 E Completed Report 2006 Main Menu Floor Plans a J R po Status Report Facilities Planning Construction University of Florida PO Box 115050 Gainesville FL 32611 5050 352 392 1256 View Selections U sers can view their space by building or by department If auser has more than ten buildings or departments all of their buildings departments can be viewed by clicking on the link for MO RE System Status The status of the system will display on the main menu W hen a survey is not in progress the system will only be open for occupancy edits and space change re quests Help Screens Help screens are available throughout the application to guide the user when completing the survey They can be found by clicking on the a icon Page 8 Sponsored Instruction Spo Ins Use this category to report space used for specific instructional or training ac tivities established by aproject contract or cooperative agreement Does not include space used for e Research training That is considered Organized Research Departmental Research DR
8. ing Different individuals within the department must complete each of these processes The Office of Cost Analysis requires that author izers be at the Chair or Director level similar to Payroll Certifica tion Exceptions can be made for departments that havea TEAMS Business M anager The results obtained through use of the space survey can literally translate into millions of dollars in funding for the U niversity of Flor ida Whether you certify or authorize space for your department you play acritical role in the University of Florida s compliance with federal and state guidelines and its quest to remain competitive with other educational institutions Page 4 Adding Projects To add aproject select the ADD link You can search for a project using the project number PI UF ID Department ID or atitle keyword A list of active projects will appear ADD PROJECT Search _Clear OTHER SPONSORED ACTI ITY PROJECTS Add Project PI Name Title Start Date End Date Amount 00050818 FROSCH JOAN Movement Revolution Documentar 2005 06 01 2006 08 31 20 000 00058832 ROVINE VICTORIA African Fashion Global Style 2004 01 01 2006 12 31 10 000 00059995 SONKE JILL AIM Together Africa 2006 07 01 2007 06 30 21 024 C 00065335 BROPHY TIMOTHY Integrating Curriculum Theory 2007 01 01 2007 04 15 5 000 ORGANIZED RESEARCH PROJECTS d Project PI Name Title Start Date End Date Amount a A
9. using the CO PY 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 anew room Removing Projects To remove a project select the project that needs to be removed and click on the REMOVE link If the project listed never occupied 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 CURRENT PROJECTS Building 0006 MATHAN PF BRYAN HALL Floor 02 Room 02018 OFFICE SF 477 Type Project PI Title Awarded I jor oo049622 SHUGAN STEVEN EDITOR JOURNAL 109 057 ADD REMOVE 3 MOVE 57 COPY 23 HISTORY Once the room has been allocated 100 and all appropriate accounts have been added the yx will changetoa p Page 22 Outline les MOU OW a E E A E teenie Page 4 Canino eN AEE o E E arena Page 5 Il Accessing Space Inventory and Allocation System Page a Online Security Request b Recommended System Requirements le Man CMU erranei Aaa Page 8 IV Room List a Room Information Screen ccceseeeeeeeeeeeeeeeees Page 9 b Space Change Request Screen Page 9 c Add Missing Room Sereen serere Page 10 d Occupancy Verification 1 Adding O cCCuUpantsS eerren Page 11 2 Moving OCCUPANES cccceceeeeseeeeeeeeeess Page 12 3 Copying O CCUD AN Se ccrae
10. with a form that will allow the user to request the addition of a room 0006 BRYANHALL G 0114 OFFICE SERVICE 75 x x wv 0006 BRYANHALL G 0115 OFFICE m 171 x x wv r s REPORT A MISSING ROOM 4 Next gt gt r _ eee T Page 10 Includes space used for e General departmental office functions including that of a chair and de partmental staff secretarial clerical assistants and administrative offi cers e Administrative functions in deans offices e General departmental services including mail distribution and telephone service e 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 consid ered Instruction e Direct administrative effort related to a specific sponsored project and funded by the sponsored project That is considered Organized Research e Space used for undergraduate or graduate coordination That space is considered Instruction General Administration GA Use this category to report space used for activities of the general executive and administrative offices of the U niversity 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 Institu tional Activities This catego
11. with the following symbol X This symbol represents that the record needs to be reviewed Click on the icon to update and verify room occupants During non survey periods an 4 will appear instead but occupant changes will still be allowed CURRENT OCCUPANTS Building 0001 UNIVERSITY AUDITORIUM Floor G Room 0102 OFFICE SF 191 Name Title Phone PS C PIERRE ALEXANDRA Transfer Student 392 1900 y M SHANAHAN JAKE LIAM STUDENT 392 1900 Y ZINNA AMY GRACE UNKNOWN 392 1900 Y COLLIER WALTER III IT Expert 392 1374 7257 Y i IIR BY JOHN RAYMOND STUDENT 1 5 40 2707496 Y ADD ob REMOVE x MOYE Fg COPY 23 HISTORY ERIFY v7 The Current O ccupants screen will show all occupants that were reported in last year s Space Inventory and Allocation Survey Review the occupants who are reported in the room Occupant information including title and phone come from the UF Directory If any of this information is incorrect the UF Directory should be updated Adding Occupants To add anew occupant select ADD You can search for an occupant using their UF ID last name or Dept ID ADD OCCUPANT Search By ONE of the following choices liiis ripe is iii Dahi _ UFID LASTNAME DEPT ID smith a lt no dash 8 digits N TypeinaUF ID or lat _Search Sear NAME TITLE DEPT SMITH 4BRON DEVIONN OPS GROUNDSKEEPER PPD OPER EG GROUNDS MAINT CONTRACT SRV C PPD BLDGSRYC
12. 00 Browser Microsoft Internet Explorer 5 x or higher or N etscape N avigator 4 x or higher Javascript must be enabled Cookies must be enabled Recommended Resolution 1024 x 768 or higher Browser Microsoft Internet Explorer 5 x or higher Page 7 Ill Main Menu Once you have obtained security permissions to access the Space Inventory amp Allo cation System the first screen to appear is the M ain Menu UNIVERSITY o Space Inventory amp Allocation Survey FLORIDA Welcome Jodi BLDG NAME ROOMS DEPT NAME Wii ROOMS 0001 UNIVERSITY AUDITORIUM 35 02010000 PY VICE PRESIDENT S OFFICE 42 0002 LINTON E GRINTER HALL 136 02010100 PV ADMINISTRATION 3 0003 COL EDGAR S WALKER HALL 39 02020000 PV FACULTY DEVELOPMENT 2 0004 GEORG E PEAB ODY HALL 122 02030000 IPV HONOR S OFFIC E ER 0005 GEORGE S SMATHERS LIBRARY 94 02050000 PY INSTITUTIONALRESEARCH 15 0006 NATHAN P BRYAN HALL 113 o2060000 PY WRITING PROGRAM 24 0007 JAMES N ANDERSON HALL 90 02090000 PV UNIV CTR EXCELLC IN TEACH 0008 KEENE FLINT HALL so o2120000 PV CNTR PRECOLLEGIATE EDUC 9 0009 TOWNES R LEIGH HALL 129 03010000 RE REGISTRAR ADMINISTRATION 298 0010 _ B H GRIFFIN W L FLOYD HALL 75 03020000 RE OFFICE OF ADMISSIONS 24 MORE 1 2 MORES System Status The system is open for occupancy allocation and project edits Certification and Authorization of space must
13. CLASS LABORATORY 542 1 x x Ti 0008 KEENE FLINT 5 R 5 O r 02 0260 OFFICE 463 o x x vd i EE KEENE FLINT 45 0261 OFFICE SERVICE 41 0 x x va Poop KEENE FLINT 02 0262 OFFICE SERVICE 4 0 x x v 2208 KEENE FLINT 02 0264 OoFFICE 409 o0 x x v vy aay RERNE FEINE g loze6 OFFICE 155 o x x wv 0009 LEIGH HALL 02 0200 OPEN CLASS LABORATORY 742 o x x vi 0009 LEIGH HALL 02 02004 RESEARCH NONCLASS LAB 187 0 x x vd 0009 LEIGH HALL 02 o2008 RESEARCH NONCLASS LAB 144 0 x x Y SERVICE 0009 LEIGH HALL 02 0202 OPEN CLASS LABORATORY 587 0 x x T 0009 LEIGH HALL 02 0202A OFFICE 169 o x x Td 0009 LEIGH HALL 02 0204 CLASS LABORATORY 1 004 0 x x wv 0009 LEIGH HALL 02 0206 RESEARCH NONCLASS LAB 247 o x x wv REPORT A MISSING ROOM Next gt gt The room list will display 20 rooms at a time with navigation controls at the top and bottom of the screen The list contains room information floor and room numbers room use square footage change request occupant update status symbols space allocation status symbols and project information status symbols a Room Information Screen Select the symbol to view the room information detail screen Review the information on this screen for accuracy If any errors in the utilization are de tected select the back arrow button and click on the room number to allow you to make a space change request b Space Change Request Screen If you have the proper security you wi
14. DD YYYY format Once this information has been entered click Continue to com plete the move Copying Occupants Occupants can be copied from one room to another by using the CO PY func tion This is especially useful in instances where a professor and research assis tants occupy both an office and a laboratory or more than one lab This function will copy selected occupants of the room to anew room Building 0006 NATHAN P BRYAN HALL Floor G Room 0100 OFFICE SF 351 Name Title Phone PS MATHIS RENEE C Executive Secre 392 2397 1215 Y OGAWA WENDY M Secretary W WORLEY ELIZABETH D UNKNOWN 392 6091 Y Copying occupants will leave them in their current room ard add them to the room selected below COPY SELECTED OCCUPANTS TO Building 0006 BRYAN HALL Room 0100 OFFICE Start Date 03 26 2007 MM DD YYYY 03 28 2007 COPY 24 CANCEL 3 Page 12 Removing Occupants To remove an occupant select the occupants you wish to remove and click on the Remove link If the occupant listed never occupied the space and needs to be removed from this space entirely change the start date to match the end date in the History screen The date which the occupant was removed will be auto matically entered by the system Viewing Occupancy H istory To view the history of aroom select the HISTORY function You can edit the occupant s begin and end dates by clicking on the date you
15. IFY NOW to Authorized VIII Where to Get Help Space Allocation Definitions and Project Questions Curtis Ball O ffice of Cost Analysis 392 5778 cball ufl edu Space Change Requests H ealth Center Space and Changes Dave Heather Facilities Planning and Construction 294 0087 dheather ufl edu Technical Help Jodi Chase Facilities Planning and Construction 294 0084 jlchase ufl edu Page 24 Space Inventory amp Allocation System User M anual Space Inventory amp Allocation Survey MY BUILDINGS MY DEPARTMENTS KERSTEN ee joerT NAME a UNIVERSITY AUDITORIUM f ae 02010000 PY VICE PRESIDENT S OFFICE 42 02010100 PV ADMINISTRATION 02020000 P FACULTY DEVELOPMENT ozosn9ng Py HONORS OFFICE __ GEORGE S SMATHERS LIBRARY 94 113 zac WRITING proca JAMES N ANDERSON HALL 90 02090000 FUNNY CTRENCELC IN TERY UNIV CTR EXCELLC IN TEACH KEENE FLINT HALL s0 02120000 PV CNTR PRECOLLEGIATE EDUC RE REGISTRAR ADMINISTRATION MORE System Status Mii alien R zonen oe pccupaneyy allocation and project edits Certificatio utho of s complete by JUNE 30 2007 REPORTS n View User Manual PDF P Status Report Certify Space 5 PDE EE Report Menu CJ View List of Allocation Definitions EP Space Worksheet Excel E Completed Report 2002 Ei Completed Report 2003 E View List of Room Use Codes PDF Ask a Question via Email a Report a Problem E Completed Repo
16. al administration and clinical practice These are examples of joint use of a room and the room should be allocated according to the percentage of each activity per formed in the room during the fiscal year If aRoom Has Been Vacant or Under Renovation Determine the appropriate percentage of the year that the space was vacant Normal absences for breaks and vacations do not mean a room is vacant Page 6 Library Lib Use this category to report space used for the operation of the libraries in the 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 includes Library W est 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 M edi cine 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 That is considered Instruction e Rare book collections which should be reported as Auxiliary Other Insti tutional Activities Operations and M aintenance O amp M Use this category to report space used for the
17. anized research It is therefore allocated as 100 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 70 for Instruction 10 for Organized Research and 20 for Department Administration The office is therefore allocated accordingly in the Space Inventory and Allocation System Ifa Room Has No Occupants Identify the use of the room through talking with the chairperson and or the people who utilize the room and allocate accordingly Example A departmental mailroom conference room or shared equipment room are examples of rooms that may not have assigned occupants If aRoom is Used for One Purpose Identify what purpose the room was used for and allocate it accordingly Example A research lab used only for organized research funded by a spon sored agreement would be allocated as 100 Organized Research If aRoom 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 earlier on interviews with the person s who use the room Avoid simply splitting the room 50 50 or 33 33 34 unless thisisan accurate representation of how the room was used Example If alab is used for departmental and organized research it would be a joint use room A faculty member might use his or her office for work related to instruction department
18. cncrsacenemerntanesnen Page 13 4 Removing OCCUPANES ccceceeseeeeeeeeeees Page 13 5 Viewing Occupancy HIStOry ccceeeeeeeees Page 13 6 Verifying O CCUDANES ceceeeeseeeeeeeeeees Page 13 e Space Allocation 1 Entering Submitting Information 0 Page 14 2 Definition of Categories Page 14 20 f Project Verification 1 Adding Projects eee eee een nee Page 21 2 Moving Projects Page 22 3 Copying OCC 6 erttcccsnennanraimenascnenaconesonen Page 22 4 REMOVING Projects Page 22 Ve SAUS RODO E errare sia sre Page 23 VI Certification Authorization Process Page 24 VII W hereto Get Help nussssssrsrersrrererrrrrrerrrrrrrrrn Page 24 Page 3 Introduction University of Florida UF uses a web based computer application called Space Inventory and Allocation System to annually collect in formation on how university buildings and rooms are being utilized The system was been developed as a joint effort between Contracts amp Grants Accounting Services and Facilities Planning and Construc tion The information gathered as a result of this survey is used for many purposes One objective is to assist with development of the Facili ties amp Administrative FnA Rate Proposal to the federal govern ment Another purpose is to inventory UF space and internally track and monitor how well the University s space is being used There are two processes to reporting space certifying and authoriz
19. ect Examples Division of Sponsored Research DSR Opportunity Fund projects Other Sponsored Activities OSA Use this category to report space used for sponsored projects that are not Organ Page 17 Practice Plan Administration PPA Use this category to report any and 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 distri bution of professional fees e Faculty effort related to scheduling reviewing patient charts or other administrative activities related to clinical practice e Administrative support to faculty for any activity related to clinical prac tice Does not include e Actual health care delivery and or treatment This is considered Patient Care Sponsored Project Administration SPA Sponsored Project Administration includes all activities performed by Contracts and Grants offices Main EIES amp IFAS and the Division of Sponsored Re search These organizations are designated primarily to administer sponsored projects It also includes individuals in large research departments who devote 100 of their time to Sponsored Project Administration Student Administration STU Adm Space used for activities for the administration of student affairs and for services to students Includes offices of Deans of Students
20. he View Un reported Project List will show the user all the projects that still need to be associated with a location If a project shows up on this list in error please con tact the O ffice of Cost Analysis at 392 5778 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 View Unresolved Space Requests link will show the user all the pending space requests If a request shows on this list in error please contact Dave Heather at Facilities Planning amp Construction at 392 1256 Page 23 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 re move the project from the current room and move it to anew room CURRENT PROJECTS Building 0006 NATHAN F BRYAN HALL Floor 02 Room 0201B OFFICE SF 477 Type Project PI Title Awarded E or 00049822 SHUGAN STEVEN EDITOR JOURNAL 109 057 Moving projects will remove them from their current room and add them to the room selected below MOYE SELECTED PROJECTS TO Building 0006 BRYAN HALL Room 0100 OFFICE Move Out Date 03 28 2007 E mm pD yyyy 09728 2007 MOVE 57 CANCEL 3 Copying Projects Projects can be copied from one room to another by
21. istrative and support services for the billing collection and distri bution of professional fees e Faculty office space when used for scheduling reviewing patient charts or other administrative activities related to clinical practice e Administrative support to faculty for any activity related to clinical prac tice 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 profes sional societies acting as an editor for a professional journal Union Activities Use this category to report space used for effort expended on United Faculty of Florida U FF or Academic and Professional Assembly APA activities Vacant or Under Renovation Vac Ren 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 correspond ing percentage that it was vacant For example a room that was empty due to renovation for three months would be shown as 25 Vacant or Under Renovation on that fiscal year s Space Allocation Survey NOTE Normal absences for breaks and vacations do not mean a room is va cant 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 al
22. ll be able to click on the Room Number and the Space Change Request screen will appear Note If you are not able to click on the room number and create a space change request please refer to page 7 on obtaining the proper security Page 9 This form is used to let Facilities Planning and Construction know about changes to the room Comments SUBMIT CANCEL For example 1 If the room should not be assigned to your department check the W rong Dept box If you know which department the room should be assigned to insert the correct Department ID in the New Dept field 2 If the room use has changed choose the correct Room Use selection from the drop down menu Update the Sub U se of the room 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 Facilities Planning and Construction will visit the location and revise the floor plan and square footage information After completing the Space Change Request Form 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 Continue with the survey 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 A window will open
23. located as 100 Instruction f Project Verification If the room was allocated to O rganized Research or O ther Sponsored Activities the associated project numbers must be added to the room This can be done from the Current Projects screen which can be accessed by clicking onthe or the g Icons Page 20 Gathering and Preparing the Information for Input Step Before you enter information into the web based system you need to become familiar with the space allocation categories See Space Allocation Sur vey Category Descriptions on pages 14 through 20 for a complete description of each category 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 Excel worksheet as a tool to interview the occupants on how the space is being utilized This is the department s record that the individual and his or her supervisor provided and agreed to the space allocation informa tion 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 information in your office in the event your area is au dited Please call Cost Analysis at 392 5778 if you have any questions abo
24. rch Departmental fo Union Activities la Research Organized lo Yacant or Under Renovation lo Other Sponsored Activities la Total la H SAYE CLEAR 9g CANCEL Wote if pou bare any questions regarding the space allocation categories or how to properly fi out this form piease contact the Office of Cost Analipsis at 392 5778 The certifier must allocate the room 100 to one or more of the above catego ries If the total does not equal 100 an error message will be displayed Choose the allocation categories using the following definitions Departmental Administration DA 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 insti tutes 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 personnel conducting research and or instruction shall be allowed Page 14 Click on the Add to add occupants to CHNNICIAN AG WILDLIFE ECOLOGY CONSERV the room You can select more than one VKR d Occupancy Verification During a survey period each record in the Room List screen See Page 9 will be preset
25. rt 2004 E Completed Report VEET Finance amp Administration Facilities Planning amp Construction O ffice of Cost Analysis March 2007 survey facilities ufl edu UF FLORIDA V Status Report The Status Report can be run from the Main Menu or from the link on the bot tom menu The Status Report shows a list of all departments the number of rooms and their current status The certifier s goal is to have all rooms contain a inthe Occupants Space Allocation and Projects columns After certification the status will change from Complete to Certified Once the space is authorized the status will change to Authorized STATUS REPOR Page 1 1 Buildings DEPT NAME ROOMS STATUS OCCUPANTS ALLOCATION PROJECTS C 16120100 LS CHEMISTRY GENERAL 443 INCOMPLETE x x x Select All Clear All There are 64 department projects that have not been reported in your space All projects must be tied to space before certification can occur View Unreported Projects List There are 1 pending space requests All space requests must be resolved before certification can occur View Unresolved Space Requests All Organized Research and Other Sponsored Activity projects must be ac counted for in the Space Inventory amp Allocation System before certification can occur If there are any projects that have not been associated with space a mes sage will appear indicating how many projects remain Clicking t
26. ry is only for areas that benefit the entire university Includes space used by e President s and vice presidents offices e nstitution wide financial management business services budget and planning personnel management and risk management e Office of the General Counsel e UF Bridges e Finance and Administration e Central administration of health affairs e Payroll Does not include space used by e Activities within non university wide dean s offices academic depart ments organized research units or similar organizational units That space is considered Departmental Administration Page 15 e Space Allocation Entering Submitting Information Each Space Allocation record will be preset with the icon This icon indicates that the room needs to be allo cated During non survey periods the Space Allocation and Project information screens will not be available for input Click on the 3 to update the Space Allocation SPACE ALLOCATIONS Building 0006 MATHAN P BRYAN HALL Floor G Room 0100 OFFICE SF 351 Category To Category To Administration Departmental lo Agricultural Extension la Administration General lo Auxiliary Other Institutional Activities bo Administration Practice Plan fo Governance lo Administration Sponsored Projecto Library bo Administration Student fo Operations amp Maintenance fo Instruction boo Patient Care Instruction Sponsored fo Public Service fo Resea
27. s well as space used for e Development and fund raising e Intercollegiate activities e Public relations e Rare book collections e Service Centers Recharge Centers Specialized Service Facilities Also includes space used for any other function the activities of which are unal lowable per OMB A 21 Governance Gov Use this category to report space used for any significant effort devoted to col lege and university wide committee assignments Does not include space used for e Undergraduate or graduate coordinating advising That is considered Instruction Page 18 Example A room that was vacant empty for 3 months would be allocated as 25 vacant renovated and the remaining 75 spread under the appropriate categories reflecting how the room was used during the rest of the fiscal year Remember the question that must be answered for each room office and lab is Over the entire fiscal year how was this space used Accessing Space Inventory amp Allocation System a O nline Security Request In order to access the Space Inventory and Allocation System you will need to have your department s Security Administrator create a security request through myU FL They will need to enter your UF ID department ID and one of the following roles UF N_ IND COST SP ALLOC BROWSE UF _N_IND_ COST SP ALLOC CERTIFY or UF N_IND_ COST SP ALLOC AUTH b Recommended System Requirements Required Resolution 800 x 6
28. ut the space allocation categories or which category to use in a specific situation EXAM PLES W hen 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 responsible for reporting should interview the occupant s of a room in order to determine all uses for the room during the fiscal year It is important to understand the differences and relationships between activ ity effort reporting and space allocation reporting Activity reporting meas ures how an individual s time was used during a specific period However when a space administrator interviews occupants of a room to find out how that space is used he or she is asking what activities were performed in that space There is not necessarily a one to one relationship between activity reports and space For example A professor reported his her activity for all three semesters of a year as 60 Organized Research 30 Instruction including advise ment and 10 Department Administration 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 administrator interviews the professor the following is clear Page 5 Teaching is performed in classrooms that are allocated in a separate department as instruction The professor s lab is used 20 hours aweek entirely for org
29. wish to change OCCUPANCY HISTORY Building 0006 NATHAN P BRYAN HALL Floor G Room 0100 OFFICE SF 351 Name Title Phone DAUGHERTY ANN M Senior Secretary 1 352 2736745 OLECH CARLY DANIELLE Public Relations Account Executive MATHIS RENEE C CLOUSE RACHEL W Sr Secretary Executive Secre BUMATAY KEVIN L STUDENT ASST 1 352 3922397 WORLEY REBECCS4 ANNE Program Assistant 1 352 3920381 OGAWA WENDY M Secretary GUBIN AARON UNKNO WN PATRICK KATELIN Y OPS OFFICE CLER YOUNT EMILY L UNKNOWN 1 352 3922397 128 CLOUSE AMANDA KAY UNKNOWN WORLEY ELIZABETH D UNKNOWN 1 352 3926091 BACK Verifying Occupants Start Date End Date 07 01 2001 08 04 2002 09 27 2002 04 04 2003 05 13 2002 05 16 2003 1 352 39223597 1215 07 01 2001 1 352 3927992 1316 07 01 2001 06 30 2004 07 01 2001 12 27 2001 07 01 2001 07 17 2003 05 19 2003 05 06 2004 06 30 2004 07 01 2001 06 15 2001 93 05 15 2006 05 19 2006 08 23 2005 05 04 2006 08 29 2006 The final step to O ccupancy Verification is to officially Verify O ccupants To do this click on VERIFY Once you have verified occupants the icon in the oc cupants column of the Room List will change froma Xf toa ge You are now ready to go to the Space Allocation Screen for that room Page 13
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