Space Survey 2004 SPACE SURVEY Wasabi Facilities Module Harvard School of Public Health March 4,...
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Transcript of Space Survey 2004 SPACE SURVEY Wasabi Facilities Module Harvard School of Public Health March 4,...
Space Survey 2004
SPACE SURVEY
Wasabi Facilities Module
Harvard School of Public HealthMarch 4, 2005
Deb Carmel, Emily Jeep Klingaman, Hong Tian
Space Survey 2004 2
Introduction
F & A Rate
Space Survey
Space Coding
Back-up Data
Conclusion
Agenda
Space Survey 2004 3
Introduction
Why a Space Survey? HSPH is reimbursed for facility expenses that
relate to sponsored research We allocate these costs via the Space Survey
Correct and accurate coding could enhance our indirect cost recovery
Why Wasabi? Enables lookup of occupants and accounts Done electronically
Space Survey 2004 4
F&A Rate for Indirect Cost Recovery
• The Facilities & Administrative Organized Research Rate is expressed as a percentage:
Indirect costs of research = F&A%
Direct costs of research
= more than $ 35 million in unrestricted income
to Harvard School of Public Health annually
Space Survey 2004 5
Space Survey
A “Direct” Cost is one that
• Can be identified specifically with a particular– sponsored project– training activity or– other institutional activity with a high degree of
accuracy
• PI salary, lab supplies, and scientific equipment are examples of direct costs
Space Survey 2004 6
Space Survey
• Incurred for common or joint objectives and therefore cannot be identified readily and specifically with a particular sponsored project, training activity or other institutional activity
• Examples: library, facilities
maintenance, OSR, Cost Analysis
Conversely, an “Indirect” cost is
Space Survey 2004 7
OMB A-21Classification of Activities
Direct Indirect
Instruction/Dept Res General administration
Organized Research Sponsored project
administration
Other sponsored activity Departmental administration
Other institutional activity Operations & maintenance
Library
Depreciation
Interest
Space Survey 2004 8
Activities Recovered by F&A Rate
Direct
Instruction/Dept Res
Organized Research
Other sponsored activity
Other institutional activity
General administration
Sponsored project
administration
Departmental administration
Operations & maintenanceDepreciationInterest
Indirect
Library
Space Survey 2004 9
Space Survey
Joint effort of Cost Analysis Group and Operations Group and Department Administrators
Survey performed annually
Space Survey 2004 10
Space Survey
The time frame of the survey is for the
entire fiscal year .
This survey is for July 1, 2003 - June 30,
2004
Completion Window - now until April 8, 2005
Space Survey 2004 12
Space Survey – Wasabi Facilities
Four Tabs General room information Statistics (Space Usage survey in old system) Occupants (same as old system) Accounts (new in Wasabi)
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Space Usage Statistics Coding Space will be ranked in the following categories
(for academic areas) Organized Research Instruction and Departmental Research Other Sponsored Departmental Administration Library OIA - Other Institutional Activities Vacant Under Renovation Rented
Space Survey 2004 20
Space Usage Statistics CodingORGANIZED RESEARCH
Space used for organized research funded by Federal government Other sponsors HSPH funded projects that are separately budgeted
and accounted for Milton Funds
Space Survey 2004 21
Space Usage Statistics CodingORGANIZED RESEARCH
Research Support Rooms
Organized research activities are often supported by spaces shared by several researchers Storage rooms Equipment rooms Washing rooms
Space Survey 2004 22
Space Usage Statistics CodingORGANIZED RESEARCH
Research Support Rooms
If only projects classified as organized research are utilizing the shared space, then code the area as organized research
If the shared space supports other uses, then allocate the space to reflect the relative portion (in terms of time and space)
Space Survey 2004 23
Space Usage Statistics CodingORGANIZED RESEARCH
Research Support Rooms
Conference rooms, amphitheaters and seminar rooms Documentation is required to allocate the
percentage of time devoted to various functions Calendar or schedule Log books Copies of meeting notices
In the absence of documentation, code space as Departmental Administration
Space Survey 2004 24
Space Usage Survey Coding Issues
Coding of research space that is used by graduate students and post-docs not paid on sponsored awards should reflect the proportion of time relating to instruction
Space Survey 2004 25
Space Usage Statistics CodingORGANIZED RESEARCH
Recharge Centers
Recharge centers should allocate the space according to the revenues generated by sales
Classify space based on billings to External users = Other Inst Activities Internal users funded by organized research Internal users funded by departmental funds
Space Survey 2004 26
Space Usage Statistics CodingINSTRUCTION AND DEPARTMENTAL
RESEARCH
Activities related to professional and educational programs
Trainees being instructed, studying and/or developing skills/techniques
Research funded by the department or HSPH that is not separately budgeted or accounted for
Space Survey 2004 27
Methodology to code Training and Instruction Factors to consider in the coding
Number of students Mix of graduate students (by year) and post-docs Complexity of lab technique Other relevant factors
Space Usage Statistics CodingINSTRUCTION AND DEPARTMENTAL
RESEARCH
Space Survey 2004 28
Space Usage Statistics CodingOTHER SPONSORED
Space used for sponsored projects that are not research or training Conferences Community Service
Space Survey 2004 29
Space Usage Statistics CodingDEPARTMENTAL ADMINISTRATION
General departmental administrative activities and supporting functions Offices of departmental administrators Support areas Space used in common by departmental faculty and
staff Portion of department head’s office if it is used for
administrative functions
Space Survey 2004 30
Space Usage Statistics CodingDEPARTMENTAL ADMINISTRATION
Examples of departmental space Copy room Kitchen Supply area Business office Lounge
Space Survey 2004 31
Space Usage Statistics CodingDEPARTMENTAL ADMINISTRATION
In most circumstances space should not be split coded as departmental administration with organized research or departmental instruction and research
Space Survey 2004 32
Space Usage Statistics CodingLIBRARY
Departmental library space which is focussed on the needs of the of the department and available to Harvard users
Library space may not be ranked as organized research or departmental instruction and research, even if the departmental library supports these functions
Space Survey 2004 33
Space Usage Statistics CodingLIBRARY
Criteria used by federal auditors to verify the library function of space include: Formal circulation policy A librarian Minimal use of the space for other purposes
Space Survey 2004 34
Space Usage Statistics CodingLIBRARY
Departmental library space not meeting the
federal criteria for that classification must
be coded as departmental administration
Space Survey 2004 35
Space Usage Statistics CodingVACANT
Space that is actually closed, entirely unused and not undergoing renovation for the entire year
Space used for specific function(s), but not continually, should be coded to the applicable rank(s)
Rooms used at some point during the year should be coded to the function when occupied
Space Survey 2004 36
Space Usage Statistics CodingUNDER RENOVATION
Space that was actually under renovation
for substantially all the year.
If space was used during the year, code it
according to its activity when occupied
Space Survey 2004 37
Space Usage Statistics CodingRENTED
Space that is leased out to a third party (not
part of HSPH)
Space Survey 2004 38
Space Usage Statistics CodingOTHER - OTHER INSTITUTIONAL
ACTIVITIES
Space used for activities that are not instruction, research or administration Dining halls Dormitories Publishing Other enterprises
Space Survey 2004 41
Occupancy Coding Instructions
Occupant information refers to everyone who worked in the room at any time during FY2004
List a person as an occupant in all the rooms they used regularly in FY2004
Indicate span of months if person was in room less than full year, otherwise OK to leave blank
Space Survey 2004 44
Summary FY2004 data Respond based on your knowledge of activity in
room Please:
Complete Statistics and Occupants - all rooms Complete Accounts – required for research rooms Notes on any change to floor plan or room data
Completion window – now until Friday, April 8, 2005