1. SPACE II Presentation to Facilities Information System Users Fall 2005
Facilities Resource Planning:
Deborah Blythe, David Breon, Susan Hunter
Cost Analysis/Property Inventory:
Bill Gush, Beverly Lipski

2. Original space survey Fall ’03 – Spring ’04 Identified room
Occupants
Activities
Assigned Facilities and Administrative (F&A) percentages to rooms

3. Outcomes of original survey
Facilities Resources & Planning populated campus-wide database
Cost Analysis prepared F&A proposal using space data
We have current and reliable space information

4. Where are we now?
New buildings added since survey (Chemistry, Life Sciences, Business)
Various relocations, moves, space re-assignments
New FIS users all over campus
Changes in personnel and activities

5. So, why are you here? November 2005 baseline for next F&A proposal
Need accurate complete space data in Facilities Information System

6. Why is this important to us?
Accurate space data = accurate F&A allocation
F&A $ = overhead recovery
Overhead recovery = $ allocation to college budget

7. F&A costs based on space
Research allocation (FY ’02-’03)
Operations & Maintenance $18,488,470
Building depreciation $ 4,688,944
Equipment depreciation $ 3,631,597
Total $26,809,011

8. What are your responsibilities?
Update Facilities Information System to provide accurate complete space data

9. Special concerns New hires Employee transfers Employee retirements
Employee terminations
Changes in faculty activities profiles especially for faculty who were new at time of original survey with no sponsored programs
Now likely have one or more sponsored programs
Space would change from departmental research to sponsored research or instruction

10. F&A classifications OMB Circular A-21
Organized Research
Sponsored Instruction
Instruction
Departmental Research
Other Institutional Activity
Specialized Service Facility
Operations and Maintenance
General Administration
Departmental Administration
Sponsored Projects Administration
Library
Student Services
Non-Assignable
Auxiliary
Applied Research Laboratory/Electro-Optics Center

11. Organized Research Programs sponsored by external sources
Federal
Non-federal
Activity funded internally if project is separately budgeted and accounted for by University under internal application of institutional funds

12. Sponsored Instruction
Funded by
Grant
Contract
Cooperative agreement
Includes activities involving training in research techniques (research training)

13. Instruction
Teaching and training activities of the institution except for Sponsored Instruction
Teaching/training activity may be offered
On credit or non-credit basis
On degree or non-degree basis
Through regular academic departments or separate divisions such as extension or outreach

14. Departmental Research
Research or scholarly activity financed by institutional funds that is not organized research and not separately budgeted
Funding is discretionary and no financial reporting required
Includes activities supported by
Start up funds
Non-competitive “seed monies” for general research initiatives

15. Other Institutional Activities
Sponsored activities not considered Sponsored Research or Sponsored Instruction
Auxiliary Enterprises as below
Activities whose costs are unallowable to sponsored programs such as
Development and fundraising
Public/alumni relations

16. Specialized Service Facility
Costs of institutional services involving use of highly complex or specialized facilities such as electronic computers, wind tunnels, reactors, animal facilities and MCL
Classification must have review by and approval of Manager of Cost Analysis/Property Inventory

17. Operations and Maintenance
Should not be used by Colleges in determining functional classification of space
Space associated with administration, supervision, operations, maintenance, preservation, and protection of University facilities and grounds

18. General Administration
Should not be used by Colleges in determining functional classification of space
Space associated with administrative offices of the University such as accounting, personnel, purchasing, information centers, etc. that do not relate solely to any major division

19. Departmental Administration
Space used for administrative and supporting services that benefit common or joint departmental activities and do not relate solely to any major activity of department (i.e., instruction or research)
Includes
Secretarial and clerical support areas such as office supply rooms, etc.
Conference rooms supporting multiple activities
Space supporting grant and proposal writing, including faculty offices where this occurs

20. Sponsored Projects Administration
Operating units established primarily to administer sponsored projects
Includes
Grant and contract administration
Special security
Purchasing
Personnel
Administration
Editing and publishing research reports

21. Library
Should not be used by Colleges in determining functional classification of space
Space devoted to operation and administration of library

22. Student Services
Space devoted to administration of student affairs and services to students
Includes
Deans of students
Admissions
Registrar
Counseling and placement services
Student advisors
Student health and infirmary services

23. Non-Assignable
Space that is vacant, inactive or under renovation

24. Auxiliary Enterprises
Should not be used by Colleges in determining functional classification of space
Space devoted to activities supported by income derived from services operated primarily to serve students, faculty or staff
Includes
Residence halls
Food services
Intercollegiate athletics

25. Applied Research Laboratory/Electro-Optics Center
Space occupied by programs and support functions of the Applied Research Laboratory and Electro-Optics Center

26. October 17 We will be checking!
Colleges will be notified regarding unpopulated space

27. FIS Demonstration
Questions?
F&A functions
FIS