HSSAC Research Space Review Research Space Review (Instructional Guide) HSSAC Research Space Review Instructional Guide

Agenda Introduction (Slide 3 & 4) PI Grants and Contracts (Slide 20) Program Projects and Center Grants (Slide 21) Selecting Space Review and Survey (Slide 6) Grant Support for Faculty in Space (Slide 22) Survey Statuses (Slide 7) Fellowship Support (Slide 23) Space Training Grant Support (Slide 24) Additional Funds Listed Space (Slide 10) Clinical Trials (Slide 26) Editing Space (Slide 11) Laboratory Service Agreements (Slide 27) Deleting Space (Slide 12) Other Funds (Slide 28) Adding Space (Slide 13) Pending Funds (Slide 31) Other People Working in the Space Funding Validation (Slides 33 & 34) Employees (Slide 15) Comments (Slide 36) Unpaid Staff (Slide 16) Space Review Summary (Slide 38) Financial Questions (Slide 39) Funding Sections (Slide 17) General Guidelines (Slide 18) Awarded Funds

Introduction Purpose of the Review The Health Sciences Space Advisory Committee (“HSSAC”) conducts periodic research space reviews (approximately annually) for departments and organized research unit (ORU) to measure productivity in university-owned research space. In 2017, the review mechanism (surveys) shifted from paper-based to an on-line tool. The data collection categories remain the same as does the importance of responding by the deadline with accurate and complete information. HSSAC makes space allocation recommendations (including reallocation of space) to the Vice Chancellor based on these research space reviews. The Physical Resource Management & Capital Asset Strategies (“PRMCAS”) team is here to help. Contact us with any questions – prmcas@ucsd.edu

Process/Roles/Timeline Introduction Process/Roles/Timeline -2.5mos -2mos -1mo -2wks 1wk. HSSAC Meeting PRMCAS Holds preliminary Kick-off meeting with Department stakeholders to establish roles and deliverables. DBO Finalizes space changes in FIS Launches review in online tool (email with link to survey will go to Primary DBO. Routes individual surveys in review package to PIs and Fund Managers for completion PI/Fund Managers logs in with UCSD Single Sign-On and completes survey(s) Emails current CV to DBO for routing to PRMCAS reviews surveys for their department(s) and issues Approvals to PRMCAS. Routes CVs and Chair Letter to PRMCAS Walks Space with HSSAC Rep (Captain) Provides summary report to HSSAC for review

Online Space Review Tool http://som.ucsd.edu/space/ Requires Business Systems or AD Sign on

Selecting Space Review & Survey Choose department space review Choose faculty member to edit

Selecting Space Review & Survey Initial – Information can be entered by anyone with access (access is enabled by PRMCAS team) PI Approved – locked to PI Department Approved – locked to PI and DBO Admin Approved – Final approval, locked to everyone

Sections Space Other People Working in Space Awarded Funds Additional Funds Pending Funds Comments

Listed Space Editing Space Deleting Space Adding Space

Space Pre-populated list of offices and/or labs assigned to the PI in Facilities Information Systems (FIS) fis.ucsd.edu (formerly known as Facilities Link) Click on “Instructions” for more detail

Editing Space Click the edit icon for the space to be edited % assigned to that PI We discourage you from changing the room type Comments to explain change

Deleting Space Click the delete icon for the space to be deleted Confirm that you want to delete the space from this survey Requires corresponding increase/addition of space on other PI’s survey

Adding Space Click on “Add New Space” Select a building from the drop-down menu (buildings included in the review) Select a room number from the drop-down menu Enter the % occupancy (in decimals) We discourage you from changing the room type Enter Comments (explaining the change) Requires corresponding decrease/removal of space on other PI’s survey

Other People Working in the Space Employees Unpaid Staff

Employees Click on “Add New Employee” Start to enter the full last and first name of the employee The cell will auto-populate based on Payroll Personnel System (PPS) Enter the % time (in decimals) the employee works in the reviewed space Enter comments (if necessary)

Unpaid Staff Click on “Add New Unpaid Staff” Unpaid staff includes: Volunteers Visiting Scholars Affiliates Anyone working in the space that is not a UCSD employee Enter the last and first name of the person Enter the % time (in decimals) in the reviewed space Enter comments (if necessary)

General Guidelines Awarded Funds Additional Funds Pending Funds Funding General Guidelines Awarded Funds Additional Funds Pending Funds

General Guidelines (Awarded and Additional Funds) Award Dates Awards entered should be active during the 12 month review look back period (the review is a one year snapshot) Must be active at least one month prior to review (otherwise include funding in Pending section) Award end date cannot be before the month of the review UCSD Fund and Index Number required Total Project Direct Cost (for full project period of the grant/award) Previous 12 Month Direct Cost in Space 12 month lookback of actuals -- direct cost received for work in the space being reviewed. If review is in October 2017, reporting period is November 1, 2016 – October 31, 2017.  Do not average over the lifetime of the award, report actuals Information entered in the survey is verified by COEUS for most grants/awards; otherwise by IFIS If information cannot be validated then it is not included in review summary

Awarded Funds PI Grants and Contracts Program Projects and Center Grants Grant Support for Faculty Fellowship Support Training Grant Support

PI Grants and Contracts PI is the primary awardee on the grant If Co-PI note in comments Award is active (not pending or expired) If a no-cost extension note in the comments Active UCSD fund number required Previous 12 Month Direct Cost in Space 12 month lookback of actuals -- direct cost received by UCSD for work in the space being reviewed. If review is in October 2017, reporting period is November 1, 2016 – October 31, 2017.  Do not average over the lifetime of the award

Program Projects and Center Grants Award for Program operating in the space Example: CTRI Grant Award is active (not pending or expired) If a no-cost extension note in comments Active UCSD fund number required If sub-awardee note index number in comments Previous 12 Month Direct Cost in Space 12 month lookback of actuals -- direct cost received by UCSD for work in the space being reviewed. If review is in October 2017, reporting period is November 1, 2016 – October 31, 2017.  Do not average over the lifetime of the award

Grant Support for Faculty in Space Junior Faculty are the primary awardees on the grants If Co-PI note in comments Awardee names verified with employees in space Award is active (not pending or expired) If a no-cost extension note in comments Active UCSD fund number required If sub-award note index in comments Previous 12 Month Direct Cost in Space 12 month lookback of actuals -- direct cost received by UCSD for work in the space being reviewed. If review is in October 2017, reporting period is November 1, 2016 – October 31, 2017.  Do not average over the lifetime of the award

Fellowship Support Salary support awarded to Fellows Award is active (not pending or expired) If a no-cost extension note in comments Active UCSD index number required Previous 12 Month Direct Cost in Space 12 month lookback of actuals -- direct cost received by UCSD for work in the space being reviewed. If review is in October 2017, reporting period is November 1, 2016 – October 31, 2017.  Do not average over the lifetime of the award

Training Grant Support Grants for Training Support Award is active (not pending or expired) If a no-cost extension note in comments Active UCSD index number required Previous 12 Month Direct Cost in Space 12 month lookback of actuals -- direct cost received by UCSD for work in the space being reviewed. If review is in October 2017, reporting period is November 1, 2016 – October 31, 2017.  Do not average over the lifetime of the award

Additional Funds Clinical Trials Laboratory Service Agreements Recharge Core Other Funds

Clinical Trials PI is the primary awardee on the clinical trial If Co-PI note in comments Award is active (not pending or expired) If a no-cost extension note in comments Active UCSD index number required Previous 12 Month Direct Cost in Space 12 month lookback of actuals -- direct cost received by UCSD for work in the space being reviewed. If review is in October 2017, reporting period is November 1, 2016 – October 31, 2017.  Do not average over the lifetime of the award

Laboratory Service Agreements (LSA) PI is the named provider in the LSA Award is active (not pending or expired) If a no-cost extension note in comments Active UCSD index number required Previous 12 Month Direct Cost in Space

Recharge Core PI is the sponsoring faculty member of the recharge core The recharge core operates in space being reviewed Core is active (not pending or expired) Active UCSD fund number required Previous 12 Month Revenue in Space 12 month lookback of actuals revenue received by UCSD for work in the space being reviewed. If review is in October 2017, reporting period is November 1, 2016 – October 31, 2017. 

Other Funds This can include: Award is active (not pending or expired) Bridge Funding Start-Up Funds Endowments Gift Funds Award is active (not pending or expired) If a no-cost extension note in comments Active UCSD index number required Previous 12 Month Direct Cost and/or Revenue in Space

Pending Funds

Pending Funds Items to include in the Pending Section: If funds have not been received by UC San Diego in the 12 months preceding space review If an application / proposal for funds have been submitted but the award status is unknown

Financial Validation Process

Financial Validation Process All financial details are exported to an excel spreadsheet for review by the PRMCAS team Current fiscal year financials for each fund number are extracted from COEUS A 12 month look-back for each index number is extracted from Financial Link Common PRMCAS Comments/Questions for Departments that require clarification: Unable to validate funding amount – see green highlight on next slide Missing information (usually index and/or fund number) – see gold highlight on next slide Duplication of awards – see pink highlight on next slide Listing awards for other PIs – see blue highlight on next slide

Financial Export with Comments/Questions

Comments

Comments Please include any additional comments that should be included / presented to the Health Sciences Space Advisory Committee

Space Productivity Summary

Space Productivity Summary

QUESTIONS? THANK YOU! From Physical Resource Management & Capital Asset Strategies prmcas@ucsd.edu