Spartan Space Overview of the online Space Inventory System and Categorizing Space - PowerPoint Presentation

Slide1

Spartan Space

Overview of the online Space Inventory System and Categorizing Space Slide2

Spartan Space Overview

The Office of Planning & Budgets (OPB)/Facilities Planning and Space Management (FPSM)

has implemented a

web based application and reporting tool

that interfaces with our FAMIS application. It allows space coordinators to update information on their assigned rooms online.  This enhancement is expected to greatly improve the efficiency and effectiveness of the space management system. It will reduce administrative time spent by FPSM and units, minimize the number of data entry errors, and will limit the wait time to see changes posted for both large-scale facility updates and every day changes.This system will provide easy access for units to update space changes on an ongoing basis.

2Slide3

How Data Is Used/Importance of Data

It is important that we keep an accurate record of our facilities for many reasons.

This data is used for negotiating

the F&A (Facilities & Administrative) Rate.

Data from the space inventory is used for reporting & benchmarking against our peers in surveys such as National Science Foundation Science & Engineering and Higher Education Facilities Management Association. The facilities data is used in conjunction with Contracts and Grants data (Research Expenditures) and Human R

esource

data (FTEs)

to evaluate space requests, planning new facilities, performing space analysis and audits, and benchmarking.The above data is also used for the Space Metrics to evaluate how we are utilizing our facilities at the University level, the MAU level and Department level.

3Slide4

University Space Assignment Policy

(excerpt)

The

relevant dean, unless otherwise specified by the Provost, has the authority to assign and

to reassign space that is currently occupied and assigned to the college among its internal units to meet the programmatic plans of the college.The college or major administrative unit designee for space will review all assigned space assigned for research and creative endeavors, inclusive of jointly-administered space, at least every 3 years. A consistent process across units for reassessing need and renewing the assignment will be put in place based on the criteria that follow in this document. It is expected that unit administrators conduct

regular annual reviews of space allocation within their respective administrative units,

and make

appropriate alterations in allocation of space consistent with this policy.The full University Space Policy can be found at

University Space Policy

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The Post Secondary Education Facilities Inventory and Classification Manual (FICM)

The Post Secondary Education Facilities Inventory and Classification Manual (FICM

2

) is used across higher education institutions to classify

space assuring that summary data will be meaningful and comparable. “The FICM is a tool that can help institutions initiate, conduct, report, and maintain an institutional space inventory that can provide answers to such basic questions as how much space is available, what kind of space is it, to whom is it assigned and how efficiently is it being used and maintained. The information permits institutions to assess the adequacy of their current space and allows them to begin planning for future space needs.1” The coding system is used by higher education institutions.1The Post Secondary Education Facilities Inventory and Classification Manual (FICM)

May 2006

2

The Manual can be accessed online at FICM Manual

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Room Use Categories

There are 10 major space use categories of assignable space and 3 major space use categories for non-assignable space.

A printable list of all Room Use Categories and Uses is available

at

Spartan Space

Assignable

Unassignable

Classrooms (100 series)

Circulation Area

(WWW series)

Laboratory

Facilities (200 series)

Building Service Area (XXX

series)

Office Facilities (300 series)

Mechanical Area

(YYY series)

Study Facilities (400 series)Special Use Facilities (500 series)General Use Facilities (600 series)Support Facilities (700 series)Health Care Facilities (800 series)Residential Facilities (900 series)Unclassified Facilities (000 series)

6Slide7

Room Use Codes

Each Room Use Category has several Room Use Codes.

A room will be coded with only one Room Use Code and that will be the primary use of the room.

FPSM is the only security group authorized to change the room use code.

If a unit would like to request the room use be changed they should contact FPSM (pambach@msu.edu). This insures that a room is coded for its original purpose and that units are not changing the room use without further considerations/consultation.Complete descriptions of the Room Use Categories and Room Use Codes are available at FICM Manualsection 4.3

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Occupants – Group and Person

A room is assigned to an OOI (department) but can have occupants from different departments and can have occupants from multiple departments. This mainly effects Office areas and Lab Research Areas.

All Offices and Lab

R

esearch space should have at least one person assigned to them, or use a “dummy” code as listed below:FPSM444444 VISITING SCHOLAR FPSM555555 FACULTY EMERITUS FPSM666666 STUDENT EMPLOYEE FPSM777777 GRAD ASSIST EMPLOYEE FPSM888888 FAC or STAFF UNKNWN/NOT FOUND

FPSM999999

VACANT/NO ONE IN LOCATION

FPSM333333 TEMP ONCALL EMPLOYEE A PI should be listed as an occupant in a lab that they and/or their team members are occupying. A PI should also be listed as an occupant with a 1% share in any offices that their team members are using in order to associate a set of rooms with a researcher/research activities.

8Slide9

Function Codes

Function Codes or functional categories are used to link space allocations to financial data and/or institutional missions.

There are four main functional categories.

Instruction

ResearchOther Sponsored ActivitiesOther Institutional ActivitiesA room can have one or up to five function codes.9Slide10

Function Code 1.0 Instruction

Instruction includes all activities that are part of an institution’s instructional program. This includes both credit and non credit courses for academic, vocational, and technical instruction, extension sessions and community education.

In academic units, many Offices and Class labs have a percentage of the room coded as instruction.

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Function Code 2.0 Research

This category should include all activities specifically organized and separately budgeted to produce research outcomes, whether commissioned by an agency external to the institution or separately by an organizational unit within the institution.

At MSU we generally do not use the 2.0 generic category, we further categorize research for reporting purposes to the more specific codes below:

2.10 Institute and Research Centers

2.28 Sponsored Research2.29 Non Sponsored Research (Departmental Research)Most Research Labs on campus have a percentage of their function coded as 2.28 or 2.29

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Function Code 3.0 Public Service

This category includes identified activities that are established primarily to provide non-instructional services beneficial to individuals and groups external to the institution. Examples:

Community Services

Cooperative Extension Services

Public Broadcasting ServicesAn example of Units that have space coded functionally as Public Service would be:Broadcasting Services,CYF 4-H YouthDepartment of Community Sustainability

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Function Code 4.0 Academic Support

This category includes support services for the institution’s primary missions; instruction, research, and public service. This would include services such as Libraries, Museums & Galleries, Educational Media Services, Ancillary Support, Academic Administration, Academic Personnel Development, and Course & Curriculum Development. At MSU we further break down this category for reporting purposes:

4.1 Libraries – Official and organized central and branch libraries

4.2 Departmental Administration – Includes all activities directly supporting Deans and Department Chairs

4.3 Museums & Galleries4.0 Other – Academic Computing Services, Educational Media Services, Academic Personnel DevelopmentMost Deans Offices will have a percentage or 100% of their office space coded as 4.2 Departmental

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Function Code 5.0 Student Services

This category includes admissions, registrar offices and those activities whose primary purpose is to contribute to the student’s emotional and physical well-being and to his or her intellectual, cultural, and social development outside the context of the formal instructional program.

MSU Student Health Center, Career Services and Placement, and Associated Students of MSU are all examples of Units that would use the function code 5.0 Student Services.

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Function Code 6.0 Institutional Support

This category includes 1) central executive level activities concerned with management and long range planning of the entire institution; 2) fiscal operations; 3) administrative data processing; 4) employee personnel records; 5) logistical activities; 6) support services to faculty and staff who are not part of auxiliary enterprises; and 7) activities concerned with community and alumni relations, including development and fundraising. At MSU we break this category down further to:

6.1 General Administration

6.2 Public Relations/Development/Alumni Affairs

6.3 Sponsored Projects AdministrationThe function codes falling under Institutional Support are generally for Central Support Non-Academic units. Administration for Academic Units would fall under 4.2 Departmental Administration

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Function Code 7.0

Operation & Maintenance of Plant

This

category

should include the operation and maintenance of physical plants for all institutional activities, including auxiliary enterprises and independent operations.Physical Plant AdministrationBuilding MaintenanceCustodial ServicesSafetySecurity

Space Management

Occupational Health

Utilities

Landscape and Grounds

Major Repairs and

Renovation

T

he 7.0 Category is used for rooms assigned to the Infrastructure, Planning and Facilities (IPF) unit.

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Function Code 9.0 Auxiliary Enterprises

An auxiliary enterprise is an entity that exists to

furnish goods

or services to students, faculty, or staff, and that charges a fee directly related to,

although not necessarily equal to, the cost of the goods or services. This also includes Division I Intercollegiate Athletics.The Union, Intercollegiate Athletics Facilities, the Kellogg Center, Residential buildings, and Culinary Food Service are examples of Auxiliary Enterprises.

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Function Code 10.0 Independent Operations

This category includes those operations that

are independent

of, or unrelated to, the primary missions of the institution but that may enhance

these activities. This category is generally limited to major federally funded research and development.Northstar Select Sires is an example of an Independent Operation18Slide19

12.0 Service Center

An operation that provides a service or product or a group

of services

or products for a fee to users principally within the institutional community.

The services may range from highly specialized to typical or necessary functions. Often they could not be provided as effectively or efficiently if provided by external sources. A service center develops a rate for the service activity based on actual incurred costs and charges users based on actual usage.University Farms – UFSC Buildings are buildings with rooms coded for this functional use

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13.0 Unoccupied Space

Space that at the time of the inventory is either vacant

(not assigned to any faculty or staff members) or under renovation.

20Slide21

Spartan Space – Using the Application

Spartan Space can be accessed at

Spartan Space

21Slide22

My Locations

The My Locations Screen will show any Edits you have in progress, and items waiting for your approval or approval from others, any changes that have been rejected, and all the locations that your security allows you to edit.

22Slide23

Search Locations

The Search Locations Screen allows you to search for rooms by one or many criteria. For example, you can look for all rooms on a floor in a building, you can look for rooms by the PI assigned to them,

y

ou can search for all rooms assigned to a specific department, or any combination of these criteria.

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Search Locations

Once you’ve entered your search criteria and entered the submit button the results of your search will appear in the screen below.

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Updating Allocations

From your Location Search Results

s

creen

click Update Allocations for the room you wish to edit.25Slide26

Updating Allocations

On the Room Detail Screen click on the Edit Department Allocations link.

26Slide27

Updating Allocations – Effective Dating

The Effective Dates can be changed every time an allocation is changed, but it is REQUIRED when anything in the top section changes – Room Use or Assigned Group.

The Effective From date needs to be greater than today. The Effective To date can be left blank or an end date can be entered.

The Room Use can only be changed by someone in the FPSM Security Group.

The Assigned to can be changed by a USC within their own MAU.27Slide28

Updating Allocations

Enter any changes to the Department information and click save on each line.

If there are multiple departments have your cursor in the department you want to add employees to and update employee information in the Employee section and click save next to each line.

Make the appropriate changes to the Function Codes and click save on each line.

When all changes have been made, click on the Return to Room Details Screen.28Slide29

Submit Changes

On the Room Detail Screen review your changes and if everything is correct click on the Submit and Approve link

If you do not Submit and Approve changes, your changes will be pending and will show up in the My Locations screen under Edit In Progress.

29Slide30

Security Groups/What can Be Updated

There will be

4

security groups

established initially:FPSM Space CoordinatorCollege/MAU Unit Space Coordinator (USC)Department Space Coordinator (DSC)Read Only Group30Slide31

Security Groups/What can Be Updated

Security Groups & Routing

Read Only

People assigned to this group will have read only access to all reports and data

Department Space

Coordinator

(DSC)

People assigned to this group will have read only access to all reports and data, and will have the ability to change data for the departments(s) space that they are associated with in certain fields as indicated below.

MAU/College

Unit Space

Coordinator

(USC

)

People assigned to this group will have read only access to all reports and data, and will have the ability to change data for all departments(s) within their MAU allocated space that they are associated with in fields specified below.

Facility Planning and Space Management (FPSM)

This group is for FPSM employees who will have full access to view and update.

Security Group

Read Only

DSC

USC

FPSM

Assignment

v

v, n

v, c, a

v, c, a

Function Code

v

v, c, n

v, c, a

v, c, a, n

Occupant Group

v

v, c, n

v, c, a

v, c, a

Occupant Person

v

v, c,

a, n

v, c, a

v, c, a, n

Room Use Code

v

v

v

c

Capacity

v

v

v

v

n= notified of change

c= change

a= approval

V= view

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Spartan Space Instructions & Training Materials

This presentation and all supporting materials and instructions for Spartan Space can be found through the OPB Website or by clicking on the help button once you have logged into Spartan Space.

Spartan Space

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Questions?

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