Presented by:

Office of Facilities Planning & Management

School of Medicine, Stanford University

Welcome

2004 Space Certification Training

Introductions

Reasons for Certification Tim GadusOffice of Facilities Planning & Management

Space Certification Training Vivian JonesOffice of Facilities Planning & Management

OFP&M

Why is Space Certification Required?

Tim Gadus Space & Assets ManagerOffice of Facilities Planning & Management (OFP&M)

Indirect Cost RecoveryOver $157,000,000 University-wide

SoM Operating Budget Space Cost Component

SoM Indirect Cost Recovery Performance Evaluation

Track SoM Leased Property >$10,000,000/YR

SoM Utilities, Maintenance & Operating costs >$33,000,000/YR

Internal and External Audit agencies review iSpace data

SoM Space Coordinators must complete all space changesfor FY 03/04 by

September 30, 2004

Space Certification Training July - August 2004Start Updating iSpace Room Records TodayDeadline for Space Coordinator Updates/Changes September 30, 2004DFAs Certify Space September 30, 2004Deadline for Central Office Updates/Changes October 31, 2004

FY 03/04 data is locked September 30, 2004

DFA Must "Sign" Cert Report &Retain for Dept Records

DFA Sends Cert e-mail toCMA, Dept Chair, SoM/OFPM

Certification e-mails MUST beReceived by 09/30/04

Update Any Room RecordsBased On Walk-Through

Print Cert Report and Reviewwith DFA (Update iSPACE if

Needed)

By 9/30/04 Run and Print theCertification Report

Run iSPACE Room Detail Report

Print Room Detail Report

Walk Space, Make NotesRegarding Changes

Space Coordinator’s

Responsibilities

Update Space as changes

occur Insure Dept.

iSpace records reflect usage

over fiscal year

Annual Certification

Discuss changes w/DFA

Attend Training for Space

Management

Update

Room types

Update Functional

UsesMaintain Space Documentation

Room

Funding Changes

Staff Changes

Room Assignments

Renovations

Review & Sign Certification Report

Review Shared Space

Top Things to Look For in 2004

• Faculty Office issues - rooms not entered in iSPACE, multiple offices for one PI, wrong

Room Type code used (correct one is 321)

• Lab and Lab Support space assigned to SHARED - Primary Individual

• No explanation in the Research Explanation field for rooms coded to Functional Use R -

Organized Research -- you must have comments in this field.

• Functional Use codes not consistent with the funding for the activity in the space

• Department common area space should be assigned to the Chair of the Department

e.g. Room Type 461, Departmental Library - SOM CHAIR, BIOCHEMISTRY

• New space assigned to your department not yet coded to your department in iSPACE

• e.g. SoM faculty office space in the Advance Medicine Center not yet coded to SoM

• Space occupied but coded to inactive ‘E’

All SoM buildings including owned and leased

Any space in SHC and LPCH Buildings occupied by SoM Faculty & Staff

All SoM space in University Buildings occupied by SoM Faculty & Staff

NOTE: VA Medical Center space is not recorded in iSpace

Inactive space is that which could be occupied but voluntarily is not for longer than 3 consecutive months. This space should continue to be assigned its normal Room Type Code (e.g., office, lab, classroom) but be functionalized as "E" (Inactive) space.

This Space should be coded to Function Code “E”.

Departmental Administration occurs in all academic office space (Room Type Codes 300 - 399) and multiple-use rooms (e.g., stockrooms, department lounges) which service or provide support to academic department operations. This space is recognized as administrative or supporting service areas that benefit multiple departmental activities.

This Space should be coded to Function Code “A”.

Patient Care activities are those associated with the diagnosis and treatment of patients, which are not related to Instruction, Departmental Research or Organized Research. Patient Care is clinical and generally is reimbursed from a health-care provider.

This Space should be coded to Function Code “P”.

Instruction means the teaching and training activities of an institution. Instruction includes all teaching and training activities whether they are offered for credits toward a degree or certificate or on a non-credit basis, and whether they are offered through regular academic departments or separate divisions.

This Space should be coded to Function Code “I”.

Departmental research means research, development and scholarly activities that are neither sponsored research nor competitively awarded University Research. This research may be funded by unrestricted operating budget, gift, endorsement, or affiliate funds (i.e., any funds except an externally-funded sponsored grant, contract or cooperative agreement, or internally-funded, University-sponsored project).

This Space should be coded to Function Code “L”.

Organized Research is research and development activity that is either Sponsored Research funded by a grant, contract or cooperative agreement with federal and/or non-federal sponsors or University Research as defined in Stanford's policy on "Classification of Sponsored, University, and Departmental Research."

This Space should be coded to Function Code “R”.

A Departmental Administration - "A"C Other Institutional Activities - "C"D Dormitories and Housing & Dining Services - "D"E Inactive - "E"F Specialized Service Facility - "F"G General & Administrative - "G"I Instruction - "I"L Departmental Research - "L"M Operation & Maintenance - "M"N Auxiliaries, Hospital & Non-Stanford Entities - "N"P Patient Care - "P"Q Sponsored Projects Administration - "Q"R Organized Research - "R"S Student Administration & Services - "S"U University Libraries - "U"X Temporarily Unassignable - "X"

The objective of documentation is to allow an independent person to review a department’s space and to understand the basis for its coding. Documentation is CRITICAL, because the space inventory is subject to federal and other audits. The documentation maintained by each department should be sufficient to allow for this subsequent review. The DCAA maintains that written documentation, including room assignments, use logs, interview notes, is acceptable and preferable.

For space used by multiple departments or for multiple functions, and for non-office space coded to Organized Research,documentation should state the following:

* Who used the space.* How the space was used, e.g., “Dr. Smith’s NSF grant.”* How the functional coding was determined.* How the Percentage of Use was determined.* The name of the occupant(s) or other person(s) familiar with how the space was used.

The federal government specifies time retention requirements. Documents should be retained for three years after the calculated Indirect cost rate is submitted, or until all litigation, claims or audit findings involving the records have been resolved. [A-110, Section 53 9g)]

Assign space associated with each Senior Associate Dean to their title not their name.

John C. Boothroyd, PhD and Harry B. Greenberg, MD

Kenneth L. Cox, MD Michael A. Hindery

Norman W. Ritz, MD

Henry Lowe, MD

Julie Parsonnet, MD

David K. Stevenson, MD

Example:

Department Library

Dept. Conference Rooms

Pantry/Kitchenettes

Using "Shared" as Individual Responsible

As the reporting needs for the School of Medicine have changed, we recommend that departments sharing space with other departments specify the name of the Faculty Member responsible for the space.

All Faculty names need to be listed in the Primary Individual field.

Great example! Shared space with PI names split by percentage.

Shared room with multiple PIs listed

The James H. Clark Center is a research building dedicated to interdisciplinary research related to bioscience. The Clark Center will be home for about 600 people, affiliated with three (3) schools, and 25 departments. Many lab groups intermingle to promote interactions and facilitate new projects. As a result, all space changes/updates for the Clark Center are to be sent to

Merry Weeks via email to mweeks@stanford.edu and cc’ medspaceinfo@lists.stanford.edu.

SoM Departments in the Clark Center:

Diagnostic Radiology (XQLC

Genetics (WAZC)

Medicine/Cardiovascular Medicine

Pediatrics/Neonatology (XJME)

Radiology Nuclear Medicine (XQPO)

Comparative Medicine/Veterinary Services (VYBS)

Cardiovascular Medicine (WFPS)

SoM/MDRP/Biodesign Program (VDMM)

Neurobiology (XBJC)

HHMI (ZZSK)

Molecular Pharmacology (XAEY)

Surgery/Vascular Surgery (XZDG)

Biochemistry (XVLW)

SoM Health & Safety (VNQI)

Structural Biology (XTQA)

Each year in July, the Howard Hughes Medical Institute conducts their annual space allocation review. Changes in the allocation of space between HHMI and the SoM, including those for the following conditions, must first be approved in writing by HHMI’s Vice President for Biomedical Development, and the appropriate SoM Chair, and the Dean of the SoM:

• New HHMI appointments

• Conclusion of appointment

• Reassignment of an HHMI faculty’s “primary” office, lab, dedicated support

and administrative space

All departments sharing space with HHMI, should schedule a meeting ASAP with HHMI to review any changes for FY 03/04 certification. Please contact John Kennedy (5-7542) to schedule a meeting to discuss the space assignments.

HHMI

Room Changes do occur frequently. It is better to make the change when it happens than waiting until certification time.

Example: This room changedthree timesduring a four month period.

iSPACE does not have an Authority Routing system like MedSUFED had but does have an FYI notification system

Any department associated with a room receives an email notification any time a change is made to the room.

A Space Coordinator has the capability to add additional people to the FYI notification during the course of the year for any room they are updating

Prior to running the Room Detail Report, select “Time Periods for Current Fiscal Year” button, choose your dept. code.

1. Choose time period for current fiscal year

2. Dept. choose Parent Org. Code

3. Divisions choose Org.

Or Dept Code

4. Room Status - Choose Open & Deactivation

5. Click the Search button

Note: “Time Periods for Current Fiscal Year” displays the complete history of all rooms a department has occupied beginning with use as of September 1, 2003

6. Chose Room Detail Report

7. Delete columns 18, 19, 20

9. Confirm all rooms used in previous time period

8. Set report for landscape printing

Click here to choose the Certification Report

Certification Report (PDF)

The Certification Report is run annually by each department or business unit after all room updates have been made for the most recently closed FY. A copy of the report is printed out and signed by the Business Manager and kept as a record of their Space Certification.

Divisions use Org codes Or Dept Code Departments Use Parent Org. Code

FY 03/04 SoM Space Certification Deadline:

September 30, 2004

DFAs must send an email by stating their space has been reviewed and certified for FY 03/04

e-mail to dida@stanford.edu (ORA/CMA) “cc” must be sent to the Chair of your department “cc” medspaceinfo@lists.stanford.edu (OFPM/SoM)

NOTE: The signed Certification Report needs to be kept in your department Space Book

Sample Email

Cert.

Contact List for Assistance

Room Numbering, Room Measurements, Floor Plans and iSpace Access

SoM - Facilities Planning & Management Vivian JonesFacilities Engineer/Coordinator 724-3109

vibrant@Stanford

ORA/CMA - Space Coding David Ida725-7565dida@stanford

SoM - Facilities Planning & Management Tim GadusSpace and Asset Manager 498-4426

timgadus@stanford

University Space Policies & Guidelines

Helpful URLs

iSpacewww.iSpace.stanford.edu

Space Inventory Instructionswww.stanford.edu/dept/ORA/gcrs/space.html

Office of Facilities Planning & Management www.medfacilities.stanford.edu

Stanford Building Search - provides space reports and floor plans (if available)www.maps.stanford.edu/sims/building/building-search.cfm

OMB Circular A21www.stanford.edu/dept/Internal-Audit/www.whitehouse.gov/omb/circulars/a021/a021.html

Thank You !!