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

2. 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

3. 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 –

4. 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 ( 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)
s 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

5. Online Space Review Tool
Requires Business Systems or AD Sign on

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

7. 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

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

9. Listed Space Editing Space Deleting Space Adding Space

10. 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

11. 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

12. 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

13. 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

14. Other People Working in the Space
Employees
Unpaid Staff

15. 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)

16. 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)

17. General Guidelines Awarded Funds Additional Funds Pending Funds
Funding
General Guidelines
Awarded Funds
Additional Funds
Pending Funds

18. 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

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

20. 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

21. 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

22. 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

23. 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

24. 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

25. Additional Funds Clinical Trials Laboratory Service Agreements
Recharge Core
Other Funds

26. 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

27. 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

28. 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. 

29. 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

30. Pending Funds

31. 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

32. Financial Validation Process

33. 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

34. Financial Export with Comments/Questions

35. Comments

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

37. Space Productivity Summary

38. Space Productivity Summary

39. QUESTIONS?
THANK YOU!
From Physical Resource Management & Capital Asset Strategies