WEBVTT
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All right, I think we'll get started here.
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Let's go into here.
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All right, so this is a Planon Space
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& Occupancy Survey training.
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And I'm Mike Richards from Planning, Design, Construction.
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And I'll be doing this with Dawn Caffrey
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from Financial & Cost Accounting Services.
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So, as you know, I'll get into this more,
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but we've converted platform.
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So we used to use Famous, now we're in Planon.
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So I'll be going over some of the basic navigation of Planon
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and how to make changes, how to view spaces.
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And Dawn will get into the functionalization of space.
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But the goals of the space survey
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are to update your space assignments,
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your room types, and your room occupants,
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and to update your funding sources
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and functional activities of all the rooms.
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And you're gonna be using methodologies
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that comply with federal government costing standards
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and develop statistics that are defensible
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for the F&A rate negotiations with the federal government.
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space survey timeline.
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So as you know, so this is for FY24,
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which opened on April 9th,
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and that's July 1st, 2023 to June 30th, 2024
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that we're gonna be surveying.
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There were three trainings, this is the last one.
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We're gonna be doing some open labs every other week,
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starting in mid-May.
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And then the survey will close on June 30th, 2024.
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The importance of this is that, you know,
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F&A rate development, facilities and administrative rates,
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which Dawn will get into more,
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fully burden the rates used by income expense activities.
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This data provides the basis
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for the incentive-based budgeting model
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that we're using now.
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We assess financial impacts
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of programs using the data in space.
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You know, Joanna Birbeck and I and planning staff use this
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for a lot of space planning and management.
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Even in our campus plan, we've used a lot of this data.
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And then federal regulatory compliance
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of the bond-financed spaces.
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So like I said, I'll be going over some basic navigation.
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So some of you may have attended the open sessions
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of Planon, so you may be familiar
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with the work order system,
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but I'll just assume you haven't seen it at all.
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So we'll do some basic navigation,
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how to view floor plans,
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and then I'll go into the survey itself
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and demonstrate how to make the changes.
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And then Dawn will get into the functionalization
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of the space, exception errors,
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how to do cluster updates, and then the approval workflows,
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how the system does the workflow.
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And then I'll touch upon reports at the end of this,
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how to run reports.
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So you can access Planon through a few different areas.
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One is through the division of finance and administration.
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There's a link there,
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and I can show you that page in a minute.
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And this is a snapshot of the page.
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You'll see there's a description in the middle,
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and we have some training videos,
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just some brief, basically, that are the same
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as what we'll go over today.
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And then over on the right, I could actually,
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let me open that.
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It would be easier to see it, like this.
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So we have the key dates, the resources,
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so the functional use definitions,
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the space type definitions.
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Here's where you'll log in to Planon this site.
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We have forms that I can get into in a bit.
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We have our, all of this, our user training guide
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is, there's a link to that here.
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And then, like I said, some video tutorials.
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Then our contact information's on the bottom.
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And in the training next week,
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we should have the recorded video with captioning
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and this PowerPoint presentation up there as well.
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[Michael Richards] There's a link on my UVM to Planon.
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And then there's also,
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on the Facilities Management homepage,
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there's a link,
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and they've done some real nice videos as well
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on basic navigation.
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I can show you their page.
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You know, they have some work order videos
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and service requests.
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History of the project is here,
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so that's another resource you can use.
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Okay.
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so when you click on the login,
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you'll go into Planon production.
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So for today's testing purposes,
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I'm gonna be using our test system.
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So it's not live data, but you'll go right into production,
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and you'll use your UVM NetID and password.
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And then this will open the homepage here.
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And I'm just gonna go right into the system
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at this point here.
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Slide that over.
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Okay, so when you log in,
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this will be your home screen.
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And let me just get this.
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And this is the dashboard here, your home dashboard.
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So these are what they call gadgets.
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You'll see in the middle, and then individual widgets.
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And these will be added to over time.
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We may develop some more reports
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that you can link to from here.
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But you can see, you can customize this
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if you go up to this gear icon in the right,
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and you'll see this one
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has a lot of them loaded in,
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but to add one, you just click the plus here.
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And then you can rearrange them too however you want.
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So you can customize your dashboard.
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So I can click and drag.
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And then just to get out of that,
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I would just click that, collapse that arrow.
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On the left here, you'll see,
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this is what's called the navigation panel.
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And each one of these are called TSIs.
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They're tasks-specific interfaces.
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And I'm logged in as a space survey admin.
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So this is a typical view
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that a space survey admin would see.
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But you may have other roles and Planon,
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so you may see more TSIs depending on your role.
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You'll also see, like some of them are duplicated.
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That's because this particular person has multiple roles.
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So Planon just gives you, it duplicates
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that it doesn't matter, you know, which one you click here,
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but you say there's two work orders, two space audits.
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But on the navigation panel,
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let me just get into that a little bit.
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So yeah, you have your work orders.
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The space audits is if you expand these arrows,
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you'll see that's where you get into the space survey.
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So it's space and occupancy survey.
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And one thing I should also point out,
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and I'll get into this on the supporting modules
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or actually, on the space overview.
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So in Famous, we used to call it the space inventory.
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And so Planons kind of changed the nomenclature a bit.
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So inventory is now called space and occupancy survey.
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And the space inventory is the actual inventory of the data
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that you now have access to, which is nice.
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So I can come down here, the space overview,
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and there's two areas here.
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There's the property portfolio.
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So this will give you a view at the property level.
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And then the space inventory level gives you a view
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at the space, actual room level.
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So it's actually live data that you're able to view.
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Let me show this slide.
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Let me bring this back over
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just to give you what things are called here.
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And, all right, we'll just do that.
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So each one of these areas has a name.
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So it's nice to know these names
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in case you have a question, you know, oh, where do I go?
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And you know, you can refer to this.
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But yeah, like I said,
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the left panel's the navigation panel,
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the center panel is called the elements list.
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And then there's tabs on the elements list.
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This panel's called the data panel.
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So that's gonna show, you know, the data
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as you drill down left to right here,
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and then there's a ribbon on the top,
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and then there's the action panel on the right-hand side.
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So that's just how Planon's laid out,
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and pretty much all the TSIs work in that fashion.
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And let me just go down, okay.
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So in the property portfolio,
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you'll see it opened up.
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This is a list of all the properties.
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And we have buildings, complexes, terrain,
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and parking loaded in right now.
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And there's a few buttons here.
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If you click the middle,
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yours may open like this by default, that's tree view.
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And that is organized by site.
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So you could click down and each site
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if you wanted to see all the properties
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that belong to a site.
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If you click it again, you go back to list view,
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and that organizes the properties by code.
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You can sort this list.
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You can expand these columns a little bit.
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So I could sort by code just by clicking on it.
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I could sort by name.
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I tend to go by code.
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There's two filters at the top too.
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So if you wanted to find, you know,
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you didn't feel like scrolling through,
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you'll see there's also multiple pages on the bottom.
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So you scroll down,
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and you got to kinda go through each page here.
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If you, you know, wanted to just narrow that down,
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you could filter by any of these fields
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by clicking this arrow.
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And so like if I wanted to do code, for example,
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I could do a code, then there's these operators here,
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I could do equals.
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And then if you know the code,
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or, you know, if you know the name and you searched by name,
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I'm gonna do like Given E, 0073,
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click the Search, and that opens that building,
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so you don't have to scroll through the list.
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You'll see, when the filter's on,
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this is in highlighted in green.
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So I always look at that 'cause if that's on,
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as you work left to right,
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you're only gonna see what's filtered.
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So you have realtime filters in Planon, basically.
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And to clear that, I'm just gonna click this Clear button.
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Okay.
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Let me go on to the next,
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I'll go into the space inventory now.
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So that's your properties.
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I should also say when I click a property,
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you know, you'll see in the data panel here,
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we have the basic, the name of the building,
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you know those work zones, a lot of attributes here,
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we have an image of the building.
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There's the address you can get,
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the measurements are available, gross net,
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assignable, non-assignable of the whole building.
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There's some other details here.
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If it's LEED-certified, you know, IBB rates.
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So a lot of the attributes are right up front.
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You'll see this also has multiple tabs.
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So that there's an also a Real Estate Detail tab here.
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So this has some financial data,
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the year it was built and acquired,
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coordinates, things like that.
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So I'm gonna go back to my navigation panel here.
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And now I'm gonna go into the space inventory now.
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This looks the same,
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but now we're actually able to go into the buildings
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and view the spaces in the buildings.
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And, you know, I'm gonna sort this by code.
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And let's say I wanna go into 284 East Ave.
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I'll click that building.
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And then you'll see there's more tabs up here.
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So I'm gonna go to components and click Floors.
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So this lists all my floors.
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So if I wanted to go to level two, for example,
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I'll click that.
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Then I'll go to my spaces at the top here.
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And before I do that,
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I should say there's data at the floor level.
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Now, you know, I have that level selected.
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So this is floor level data at this level.
262
00:14:56.220 --> 00:14:57.993
But if I go to spaces,
263
00:14:59.823 --> 00:15:01.110
and I have that floor selected,
264
00:15:01.110 --> 00:15:03.790
it'll give me all the spaces on level two
265
00:15:06.000 --> 00:15:07.680
in my elements list here.
266
00:15:07.680 --> 00:15:10.953
So I can resize this like I said, you can move these.
267
00:15:11.880 --> 00:15:13.890
And so mine opened up,
268
00:15:13.890 --> 00:15:17.220
you'll see mine opened up in floor plan view.
269
00:15:17.220 --> 00:15:20.430
So yours may, by default, when you first log in,
270
00:15:20.430 --> 00:15:22.623
you'll see over here there's a few buttons.
271
00:15:23.790 --> 00:15:27.390
So this one's data view if I click this one.
272
00:15:27.390 --> 00:15:29.223
And if I click a record,
273
00:15:30.090 --> 00:15:32.340
that gives me the data for that room.
274
00:15:32.340 --> 00:15:35.943
So you'll see who's in it, the room, the space type,
275
00:15:38.220 --> 00:15:42.120
and I can toggle that if I wanted to see the floor plan
276
00:15:42.120 --> 00:15:45.963
and just click on this middle CAD integrator button.
277
00:15:46.980 --> 00:15:49.470
And that opens the floor plan up.
278
00:15:49.470 --> 00:15:53.010
And you'll see I have one space selected there.
279
00:15:53.010 --> 00:15:57.000
So that space is highlighted on the floor plan there.
280
00:15:57.000 --> 00:15:59.520
And if I wanted to highlight all the spaces,
281
00:15:59.520 --> 00:16:03.300
I would just click all down on the bottom here.
282
00:16:03.300 --> 00:16:08.220
So that brings up, highlights, the whole floor plan.
283
00:16:08.220 --> 00:16:10.620
And you'll see by default,
284
00:16:10.620 --> 00:16:14.790
the room number in the square footage is on the plan.
285
00:16:14.790 --> 00:16:18.990
Now when you first open this, this one I fixed,
286
00:16:18.990 --> 00:16:22.830
but these may be too big or too small, these room numbers.
287
00:16:22.830 --> 00:16:25.890
So to resize them, you just double-click
288
00:16:25.890 --> 00:16:29.460
on one of them and it'll open this resize box,
289
00:16:29.460 --> 00:16:33.600
and you can go up or down to make them bigger
290
00:16:33.600 --> 00:16:34.743
so you can see them.
291
00:16:37.490 --> 00:16:41.730
And you can click none just to get rid of that highlighting.
292
00:16:41.730 --> 00:16:45.510
And then in production, in test,
293
00:16:45.510 --> 00:16:49.410
we've made it, if you click on the CAD integrator
294
00:16:49.410 --> 00:16:50.700
in the middle here,
295
00:16:50.700 --> 00:16:53.430
there's this show construction drawing layer.
296
00:16:53.430 --> 00:16:54.300
We've made that,
297
00:16:54.300 --> 00:16:56.490
so it's automatically on in production.
298
00:16:56.490 --> 00:16:59.970
This is task, it's not turned on by default,
299
00:16:59.970 --> 00:17:01.950
but that that'll open up, you know, your doors
300
00:17:01.950 --> 00:17:06.950
and your windows, stairs, things like that.
301
00:17:08.730 --> 00:17:10.380
But in the floor plan view here,
302
00:17:10.380 --> 00:17:13.680
there's a ribbon with some controls.
303
00:17:13.680 --> 00:17:17.190
I'm using the mouse to scroll in and out,
304
00:17:17.190 --> 00:17:19.260
to zoom in and out on the scroll wheel.
305
00:17:19.260 --> 00:17:23.130
And to pan it, I'm just clicking down on that scroll wheel,
306
00:17:23.130 --> 00:17:25.500
but you can also use these functions
307
00:17:25.500 --> 00:17:27.450
if you're, you know, not familiar,
308
00:17:27.450 --> 00:17:30.060
if you never use a CAD system.
309
00:17:30.060 --> 00:17:33.390
There's a move to the left here, move to the right,
310
00:17:33.390 --> 00:17:37.203
up, down, you can zoom in, zoom out.
311
00:17:38.520 --> 00:17:41.340
It zooms all like that's an extent.
312
00:17:41.340 --> 00:17:43.503
So it puts the whole drawing into view.
313
00:17:44.618 --> 00:17:47.220
This one will zoom a selection.
314
00:17:47.220 --> 00:17:49.953
So I can click that and just kinda do a box,
315
00:17:51.450 --> 00:17:53.190
can zoom back out.
316
00:17:53.190 --> 00:17:54.930
The hand is the pan view.
317
00:17:54.930 --> 00:17:57.900
So that moves the drawing around.
318
00:17:57.900 --> 00:18:00.150
And then this button here
319
00:18:00.150 --> 00:18:02.640
is where you will, you can save your PDFs.
320
00:18:02.640 --> 00:18:07.640
You could either save this out or you can print it.
321
00:18:07.890 --> 00:18:11.078
And any floor plan changes, send to me.
322
00:18:11.078 --> 00:18:13.260
You know, hopefully we have them all in.
323
00:18:13.260 --> 00:18:17.100
But if we don't, I can get those in.
324
00:18:17.100 --> 00:18:19.020
And it's actually easier
325
00:18:19.020 --> 00:18:22.500
if you send them to me before you start the survey
326
00:18:22.500 --> 00:18:24.600
'cause then I can get them in and get them back out.
327
00:18:24.600 --> 00:18:27.373
And I don't have to create a, you know,
328
00:18:27.373 --> 00:18:29.190
a separate survey for you.
329
00:18:29.190 --> 00:18:32.943
But I can get into that once I go over space survey.
330
00:18:35.550 --> 00:18:36.570
The CAD integrator,
331
00:18:36.570 --> 00:18:38.940
you can also do your own graphic reports now,
332
00:18:38.940 --> 00:18:40.260
which is kinda nice.
333
00:18:40.260 --> 00:18:43.293
So if I click on, expand this arrow,
334
00:18:44.310 --> 00:18:49.200
and I go to space mapping in the middle here,
335
00:18:49.200 --> 00:18:50.943
you'll see there's some presets.
336
00:18:52.200 --> 00:18:54.570
Probably some of the most common ones
337
00:18:54.570 --> 00:18:57.570
are by department or by space type.
338
00:18:57.570 --> 00:18:59.763
So if I click by departments,
339
00:19:01.500 --> 00:19:04.860
you'll see that highlights all the departments,
340
00:19:04.860 --> 00:19:07.950
gives them each department of color.
341
00:19:07.950 --> 00:19:11.010
And then it gives you this table with net area
342
00:19:11.010 --> 00:19:14.523
and the number of spaces the department occupies.
343
00:19:15.540 --> 00:19:19.353
And so that could be useful in your analysis as well.
344
00:19:20.790 --> 00:19:23.730
Okay, and then I should also show,
345
00:19:23.730 --> 00:19:25.263
let me just go through,
346
00:19:26.940 --> 00:19:29.340
and I wanna make sure I covered everything.
347
00:19:29.340 --> 00:19:30.300
Yeah, okay.
348
00:19:30.300 --> 00:19:35.250
So in Famous, we had PDF floor plans.
349
00:19:35.250 --> 00:19:36.990
We still have those.
350
00:19:36.990 --> 00:19:40.320
So I'm gonna go back to my home screen,
351
00:19:40.320 --> 00:19:43.050
and you could always just click on this icon up here
352
00:19:43.050 --> 00:19:44.610
in the left to refresh.
353
00:19:44.610 --> 00:19:48.600
That'll bring you back to your dashboard.
354
00:19:48.600 --> 00:19:50.553
I'll go back to Space Overview,
355
00:19:51.420 --> 00:19:53.703
click on Property Portfolio.
356
00:19:54.960 --> 00:19:56.973
And I'm gonna click a property.
357
00:19:58.470 --> 00:20:00.990
And up under Property Details,
358
00:20:00.990 --> 00:20:05.870
there's this choice called Docs & Comm logs here.
359
00:20:05.870 --> 00:20:07.383
So I'm gonna click that.
360
00:20:08.700 --> 00:20:13.700
And you'll see in the middle here, we've uploaded the PDFs.
361
00:20:13.800 --> 00:20:17.103
So Jeffords Hall, current floor plans in PDF.
362
00:20:18.270 --> 00:20:21.813
And then if I go to my data panel,
363
00:20:24.540 --> 00:20:28.590
you'll see under document details here, document secure.
364
00:20:28.590 --> 00:20:30.120
This one, I'm gonna get rid of.
365
00:20:30.120 --> 00:20:31.503
It won't be in production.
366
00:20:32.820 --> 00:20:34.923
You can click this Download here.
367
00:20:35.940 --> 00:20:40.110
And it'll open up.
368
00:20:40.110 --> 00:20:41.580
I'm using Chrome to...
369
00:20:41.580 --> 00:20:45.423
Now Planon works with any browser.
370
00:20:46.320 --> 00:20:49.539
But, yeah, I'm using Chrome for this training.
371
00:20:49.539 --> 00:20:54.060
But you'll see this opens up the static plans
372
00:20:54.060 --> 00:20:55.767
that you may be more familiar with.
373
00:20:55.767 --> 00:21:00.210
And what's nice with these is it's the whole building
374
00:21:00.210 --> 00:21:01.473
in one file.
375
00:21:04.500 --> 00:21:05.493
And also,
376
00:21:07.230 --> 00:21:10.740
I'm putting in complexes, which is...
377
00:21:10.740 --> 00:21:15.740
so like Famous, Planon tracks by building.
378
00:21:16.350 --> 00:21:18.450
So if you have like a building like Given,
379
00:21:18.450 --> 00:21:20.970
that's five different buildings, really,
380
00:21:20.970 --> 00:21:23.523
but it's, you know, it's all connected.
381
00:21:24.390 --> 00:21:26.291
It's in the CAD integrator.
382
00:21:26.291 --> 00:21:30.330
It's only gonna show one wing of the building at a time.
383
00:21:30.330 --> 00:21:32.190
So, but the static floor plans,
384
00:21:32.190 --> 00:21:36.360
if you open up that complex, we have drawings
385
00:21:36.360 --> 00:21:38.730
that'll show the whole complex piece together,
386
00:21:38.730 --> 00:21:41.493
which is some people have asked for in the past.
387
00:21:42.690 --> 00:21:45.780
Okay, so that's the back end
388
00:21:45.780 --> 00:21:48.510
of, so those are your viewing, your properties,
389
00:21:48.510 --> 00:21:50.490
and your spaces.
390
00:21:50.490 --> 00:21:53.940
Now I'm gonna go actually into the space survey
391
00:21:53.940 --> 00:21:55.380
where you're gonna make your changes.
392
00:21:55.380 --> 00:21:58.383
So I'm just gonna click on the Planon icon again,
393
00:21:59.460 --> 00:22:02.740
and then I'm gonna go to space audits
394
00:22:04.680 --> 00:22:07.173
and choose space and occupancy survey.
395
00:22:09.630 --> 00:22:14.250
So you'll see one project will open
396
00:22:14.250 --> 00:22:15.210
when you're in production.
397
00:22:15.210 --> 00:22:19.020
It'll be the FY24 space and occupancy survey.
398
00:22:19.020 --> 00:22:23.580
This is a test we put for testing purposes and acceptance.
399
00:22:23.580 --> 00:22:24.873
So I'm gonna click that.
400
00:22:26.670 --> 00:22:30.900
That gives me some information on the survey.
401
00:22:30.900 --> 00:22:34.690
And then I'm gonna click on the Survey Component tab
402
00:22:35.770 --> 00:22:36.603
at the top.
403
00:22:37.740 --> 00:22:41.790
So this is listing all the components that are tied to,
404
00:22:41.790 --> 00:22:43.263
I'm logged in as Sue.
405
00:22:45.270 --> 00:22:47.910
And in production, she would see everything
406
00:22:47.910 --> 00:22:50.760
that rolls up to 55,000 comm.
407
00:22:50.760 --> 00:22:54.090
Now, we only have a few, this was just a test survey,
408
00:22:54.090 --> 00:22:56.090
so we didn't put all the departments in.
409
00:22:57.180 --> 00:23:02.180
So that's tied to your user ID.
410
00:23:03.300 --> 00:23:06.210
So if you log in and you, there's two things.
411
00:23:06.210 --> 00:23:10.530
If you don't see this panel or the space occupancy survey,
412
00:23:10.530 --> 00:23:11.613
you can email me,
413
00:23:13.980 --> 00:23:16.560
or if you're not seeing the right departments,
414
00:23:16.560 --> 00:23:20.223
let let us know as well, and we can fix that.
415
00:23:22.710 --> 00:23:24.750
So I'm just gonna click on...
416
00:23:24.750 --> 00:23:27.390
You'll see there's different icons on each component.
417
00:23:27.390 --> 00:23:30.873
That's telling you the status of the component.
418
00:23:31.950 --> 00:23:35.237
But if I went into, let's just pick this one, 55002,
419
00:23:38.430 --> 00:23:40.650
that opens up some information.
420
00:23:40.650 --> 00:23:42.930
So you'll see the department,
421
00:23:42.930 --> 00:23:46.233
we have an owner, and a surveyor.
422
00:23:47.190 --> 00:23:50.160
And then you'll see there's a user-defined status,
423
00:23:50.160 --> 00:23:51.510
which is in progress.
424
00:23:51.510 --> 00:23:53.340
And they all should be in progress
425
00:23:53.340 --> 00:23:55.773
when we create them for you.
426
00:23:57.330 --> 00:23:59.640
So then if I go to the next tab,
427
00:23:59.640 --> 00:24:02.610
Space & Workspace at the top,
428
00:24:02.610 --> 00:24:04.840
that's gonna open all the rooms
429
00:24:04.840 --> 00:24:07.143
that are assigned to that department.
430
00:24:08.790 --> 00:24:10.803
And I can click on a room here.
431
00:24:13.170 --> 00:24:16.260
And you'll see this one, I did in the last training,
432
00:24:16.260 --> 00:24:18.750
I changed that to in progress.
433
00:24:18.750 --> 00:24:21.030
So that's your first step.
434
00:24:21.030 --> 00:24:23.100
If I go to this next room,
435
00:24:23.100 --> 00:24:27.420
you'll see the icon's a little different that's in assigned.
436
00:24:27.420 --> 00:24:31.020
So you wanna change this in the status transition
437
00:24:31.020 --> 00:24:31.980
to in progress.
438
00:24:31.980 --> 00:24:35.220
Then you know you're working on that space.
439
00:24:35.220 --> 00:24:37.200
And you'll see when I click it,
440
00:24:37.200 --> 00:24:38.790
it updates it in the middle here,
441
00:24:38.790 --> 00:24:40.923
and then the icon changes too.
442
00:24:42.630 --> 00:24:46.680
Okay, so to actually make changes to your space,
443
00:24:46.680 --> 00:24:49.140
you click on Survey Form over on the right
444
00:24:49.140 --> 00:24:51.704
in the action panel here.
445
00:24:51.704 --> 00:24:52.953
And I'm gonna open that.
446
00:24:54.780 --> 00:24:57.060
So what's nice about this,
447
00:24:57.060 --> 00:25:00.660
if any of you, you know, those of you who used Famous,
448
00:25:00.660 --> 00:25:04.560
you know, that had multiple tabs on the space survey.
449
00:25:04.560 --> 00:25:06.753
This puts everything onto one page.
450
00:25:07.590 --> 00:25:12.590
So it has your space details in that area of the room.
451
00:25:12.763 --> 00:25:16.140
Start date and the space type.
452
00:25:16.140 --> 00:25:20.610
The space types are your three-digit room use codes.
453
00:25:20.610 --> 00:25:24.243
And we ask you put one primary space type in.
454
00:25:25.470 --> 00:25:28.140
It has departments, principal investigators,
455
00:25:28.140 --> 00:25:31.020
and then occupants, and then the funding sources,
456
00:25:31.020 --> 00:25:32.613
which John's gonna get into.
457
00:25:33.780 --> 00:25:37.800
But, you know, space type, to change it,
458
00:25:37.800 --> 00:25:40.383
you just go over here to select a value.
459
00:25:41.490 --> 00:25:44.310
And then this opens up this menu.
460
00:25:44.310 --> 00:25:48.600
There's several pages on the bottom, you can just change it.
461
00:25:48.600 --> 00:25:50.970
You know, if I wanted to pick a, so let's say,
462
00:25:50.970 --> 00:25:52.790
I'll just do a classroom for this example.
463
00:25:52.790 --> 00:25:54.720
It just updates it.
464
00:25:54.720 --> 00:25:56.610
And those descriptions are back
465
00:25:56.610 --> 00:26:01.080
on the space survey homepage.
466
00:26:01.080 --> 00:26:04.140
And right here where it says under key resources,
467
00:26:04.140 --> 00:26:05.823
space type definitions.
468
00:26:07.050 --> 00:26:08.130
And we have a whole list.
469
00:26:08.130 --> 00:26:10.620
If you have a question you can send us, you know, an email.
470
00:26:10.620 --> 00:26:12.900
But there that list is pretty comprehensive.
471
00:26:12.900 --> 00:26:14.343
It has good descriptions.
472
00:26:16.380 --> 00:26:19.560
Departments are all the departments that sit in the space.
473
00:26:19.560 --> 00:26:22.800
And once again, same as Famous.
474
00:26:22.800 --> 00:26:27.510
Since we went to IBB, any department changes,
475
00:26:27.510 --> 00:26:30.450
if they're between responsibility centers
476
00:26:30.450 --> 00:26:33.300
or between a responsibility center and a support center,
477
00:26:33.300 --> 00:26:35.193
they have to be provost-approved.
478
00:26:36.120 --> 00:26:40.470
So those require a transfer request form,
479
00:26:40.470 --> 00:26:42.510
which is also, there's a link to that
480
00:26:42.510 --> 00:26:46.085
on the page here under forms right here.
481
00:26:46.085 --> 00:26:48.390
And those should all be entered.
482
00:26:48.390 --> 00:26:50.490
We went in and put those in.
483
00:26:50.490 --> 00:26:55.490
But if there's one that you see, let us know,
484
00:26:55.530 --> 00:26:57.273
and we can process that.
485
00:26:58.620 --> 00:26:59.453
But we ask
486
00:26:59.453 --> 00:27:03.090
that you really shouldn't remove other departments
487
00:27:03.090 --> 00:27:08.090
or add other departments unless you're at the dean's level.
488
00:27:08.790 --> 00:27:11.070
And you can change those, you know, departments
489
00:27:11.070 --> 00:27:13.263
that roll up to your college.
490
00:27:14.548 --> 00:27:18.690
But to delete, you just click this X here.
491
00:27:18.690 --> 00:27:20.760
And that'll take it out to add a department,
492
00:27:20.760 --> 00:27:24.303
you just click Add Department, see it adds another row.
493
00:27:25.500 --> 00:27:28.893
And then I go to my Select a Value button.
494
00:27:29.790 --> 00:27:31.980
And this lists all the departments.
495
00:27:31.980 --> 00:27:35.610
You can narrow it through the filter up here if you want,
496
00:27:35.610 --> 00:27:37.323
or if you want scroll through.
497
00:27:38.460 --> 00:27:41.430
I'll just, for this example, pick this.
498
00:27:41.430 --> 00:27:42.753
You'll see it adds it,
499
00:27:43.770 --> 00:27:47.070
and then it's gonna require a percentage.
500
00:27:47.070 --> 00:27:50.640
And these have to add to 100.
501
00:27:50.640 --> 00:27:53.490
You can either weight these, if they're evenly distributed,
502
00:27:53.490 --> 00:27:58.490
you could hit this assign evenly, which does 50/50.
503
00:27:59.340 --> 00:28:04.340
And then I'm gonna leave the functions for Dawn in a minute.
504
00:28:04.500 --> 00:28:09.500
And then principal investigator works the same way.
505
00:28:10.830 --> 00:28:13.620
And then occupants, to add occupants,
506
00:28:13.620 --> 00:28:15.213
you just click Add Occupant.
507
00:28:16.650 --> 00:28:20.370
And it opens up a new row.
508
00:28:20.370 --> 00:28:23.400
You can go select your occupant.
509
00:28:23.400 --> 00:28:24.540
So it all works the same.
510
00:28:24.540 --> 00:28:29.540
Select a value, here's the list of all the employees.
511
00:28:30.360 --> 00:28:34.170
And you can search by any of these fields.
512
00:28:34.170 --> 00:28:36.197
Last name, first name, NetID.
513
00:28:37.380 --> 00:28:39.330
So if I did last name, for example,
514
00:28:39.330 --> 00:28:44.130
equals, I'll just do me here, click Search.
515
00:28:44.130 --> 00:28:47.070
That'll narrow down my list.
516
00:28:47.070 --> 00:28:50.310
So I can just pick myself, click OK.
517
00:28:50.310 --> 00:28:54.303
It adds me, and then I would add my department.
518
00:28:56.640 --> 00:28:57.630
And I'll just say,
519
00:28:57.630 --> 00:29:01.530
and these are the two departments we have up top.
520
00:29:01.530 --> 00:29:04.470
And I'm just gonna put that one in for now.
521
00:29:04.470 --> 00:29:07.320
And then you would do your percentages,
522
00:29:07.320 --> 00:29:09.720
and I'm gonna hand it over to Dawn at this point
523
00:29:11.160 --> 00:29:13.410
'cause there's some links
524
00:29:13.410 --> 00:29:15.680
between the funding sources and the chartstrings
525
00:29:15.680 --> 00:29:20.490
that Planon has that Famous did not have,
526
00:29:20.490 --> 00:29:22.683
which is gonna make the process easier.
527
00:29:23.730 --> 00:29:24.897
Thank you.
528
00:29:24.897 --> 00:29:27.873
All right, is everybody seeing my screen here?
529
00:29:29.352 --> 00:29:31.090
[Michael Richards] Yeah, I see it.
530
00:29:31.090 --> 00:29:34.170
Looks like somebody had a hand raised.
531
00:29:34.170 --> 00:29:35.250
Do you wanna-
532
00:29:35.250 --> 00:29:36.975
Dawn, good morning, it's Brit.
533
00:29:36.975 --> 00:29:39.960
I just had a quick question about entering people
534
00:29:39.960 --> 00:29:43.053
on, entering occupants on the space survey.
535
00:29:44.280 --> 00:29:48.300
If we have space that's hoteling, so people are rotating
536
00:29:48.300 --> 00:29:50.580
through just based on their assigned days to be on campus,
537
00:29:50.580 --> 00:29:52.920
do we just enter their percentage
538
00:29:52.920 --> 00:29:55.110
based on how many days they're on campus?
539
00:29:55.110 --> 00:29:56.760
Yeah, we have examples of those.
540
00:29:56.760 --> 00:29:59.160
So once we get into the functionalization,
541
00:29:59.160 --> 00:30:01.260
we'll get into like who to enter
542
00:30:01.260 --> 00:30:03.060
and how to weight them and all that,
543
00:30:03.060 --> 00:30:05.091
so, we will get there.
544
00:30:05.091 --> 00:30:05.924
Sweet.
545
00:30:05.924 --> 00:30:08.160
I appreciate that you're ready to go.
546
00:30:08.160 --> 00:30:09.552
Yeah, thank you, appreciate it.
547
00:30:09.552 --> 00:30:13.350
Okay, so you know the way Mike described, yeah,
548
00:30:13.350 --> 00:30:15.480
you just click the Add Occupants button.
549
00:30:15.480 --> 00:30:19.260
And so I wanna point out that we are putting in occupants
550
00:30:19.260 --> 00:30:21.120
who are there for the entire fiscal year.
551
00:30:21.120 --> 00:30:23.640
So if you had an occupant who was there
552
00:30:23.640 --> 00:30:26.700
for six months of the year, and then left,
553
00:30:26.700 --> 00:30:28.890
and then you hired another occupant,
554
00:30:28.890 --> 00:30:30.630
you would put both of those occupants in there.
555
00:30:30.630 --> 00:30:34.170
So whoever used the space during that fiscal year,
556
00:30:34.170 --> 00:30:38.220
you would account for them in this space,
557
00:30:38.220 --> 00:30:41.100
not just a snapshot right now, who's in it right now,
558
00:30:41.100 --> 00:30:42.570
you may need to account for everybody
559
00:30:42.570 --> 00:30:43.923
for the full fiscal year.
560
00:30:45.660 --> 00:30:46.983
One of the things Mike,
561
00:30:47.880 --> 00:30:50.520
you notice when Mike was doing it, it populated,
562
00:30:50.520 --> 00:30:52.770
it originally had what was in there from last year.
563
00:30:52.770 --> 00:30:54.210
So it'll bring in the occupants,
564
00:30:54.210 --> 00:30:57.840
and it'll also have the start date of the fiscal year.
565
00:30:57.840 --> 00:30:59.220
But as you're going through this
566
00:30:59.220 --> 00:31:00.570
and adding your occupants,
567
00:31:00.570 --> 00:31:02.850
it's gonna default to today's start.
568
00:31:02.850 --> 00:31:04.740
The start date would default to today.
569
00:31:04.740 --> 00:31:06.750
We actually aren't using the start and end date
570
00:31:06.750 --> 00:31:08.370
at this point in time because of the fact
571
00:31:08.370 --> 00:31:10.140
that we're doing the full fiscal year.
572
00:31:10.140 --> 00:31:11.850
So you don't have to change that.
573
00:31:11.850 --> 00:31:15.360
You can just leave that be the start and dates
574
00:31:15.360 --> 00:31:16.713
on the Occupant row.
575
00:31:17.790 --> 00:31:19.890
If it helps you for any reason, that's great,
576
00:31:19.890 --> 00:31:21.270
you can use it.
577
00:31:21.270 --> 00:31:23.310
We are just aren't doing any reporting on that.
578
00:31:23.310 --> 00:31:24.633
So don't worry about that.
579
00:31:25.620 --> 00:31:28.650
There's kind of two ways to do a lot of these data entry.
580
00:31:28.650 --> 00:31:30.690
So like I was showing you like clicking
581
00:31:30.690 --> 00:31:31.890
in the list of values,
582
00:31:31.890 --> 00:31:34.260
and then you could do your search in there.
583
00:31:34.260 --> 00:31:37.410
But if you double-click on these fields,
584
00:31:37.410 --> 00:31:40.050
it'll open up a data tab that you can just start typing.
585
00:31:40.050 --> 00:31:42.960
So with Michael's example,
586
00:31:42.960 --> 00:31:45.300
there's a lot of people with the last name Richards.
587
00:31:45.300 --> 00:31:46.770
And so that might be a good example
588
00:31:46.770 --> 00:31:48.630
where you're gonna wanna come in and do the search this way.
589
00:31:48.630 --> 00:31:51.510
But you can also try to just do it quickly
590
00:31:51.510 --> 00:31:53.613
from the search field and start typing.
591
00:31:55.680 --> 00:31:56.970
For those of you who don't know
592
00:31:56.970 --> 00:31:58.763
what a principal investigator is,
593
00:31:58.763 --> 00:32:02.010
those are really more our academic units
594
00:32:02.010 --> 00:32:05.610
for the most part that have outside funding
595
00:32:05.610 --> 00:32:06.770
from sponsored projects.
596
00:32:06.770 --> 00:32:10.350
And so that the person who puts in the proposal
597
00:32:10.350 --> 00:32:13.200
and is awarded the external funding
598
00:32:13.200 --> 00:32:15.210
is called a principal investigator.
599
00:32:15.210 --> 00:32:18.090
And we have a negotiation
600
00:32:18.090 --> 00:32:21.960
with the federal government each F&A cycle,
601
00:32:21.960 --> 00:32:24.270
so approximately every four years.
602
00:32:24.270 --> 00:32:26.640
And during that process they're gonna come back,
603
00:32:26.640 --> 00:32:28.320
and say, all right, give me all the spaces
604
00:32:28.320 --> 00:32:31.170
for this list of principal investigators.
605
00:32:31.170 --> 00:32:33.720
And really the only way for us to get the spaces
606
00:32:33.720 --> 00:32:36.210
related to the people that they select
607
00:32:36.210 --> 00:32:38.640
is through the space survey
608
00:32:38.640 --> 00:32:39.930
and entering that information.
609
00:32:39.930 --> 00:32:43.470
So we have created a quick link to it.
610
00:32:43.470 --> 00:32:46.650
So as you're putting in your occupants,
611
00:32:46.650 --> 00:32:48.480
you kind of just kind of tab across,
612
00:32:48.480 --> 00:32:49.740
you enter your information, hit Tab,
613
00:32:49.740 --> 00:32:51.510
and you'll go to the next field.
614
00:32:51.510 --> 00:32:53.910
So you wanna put in the percentage of their time
615
00:32:53.910 --> 00:32:56.550
in the space for that department, tab over,
616
00:32:56.550 --> 00:32:59.700
and you can just put Y or no, and enter,
617
00:32:59.700 --> 00:33:01.830
or yes or no, either way works.
618
00:33:01.830 --> 00:33:03.210
And then if you put yes,
619
00:33:03.210 --> 00:33:05.343
it'll automatically insert them up top.
620
00:33:06.360 --> 00:33:08.786
However, if you end up removing a person,
621
00:33:08.786 --> 00:33:10.770
it isn't dynamic enough to know,
622
00:33:10.770 --> 00:33:11.970
all right now remove them
623
00:33:11.970 --> 00:33:13.830
from the principal investigator section.
624
00:33:13.830 --> 00:33:15.990
So you would have to manually remove them
625
00:33:15.990 --> 00:33:18.090
if by accident you were doing the wrong room
626
00:33:18.090 --> 00:33:19.950
for instance, and realize you needed
627
00:33:19.950 --> 00:33:22.260
to change the occupant and the PI.
628
00:33:22.260 --> 00:33:24.240
Just go come up here and you just exit out.
629
00:33:24.240 --> 00:33:27.990
You can also manually add them as well.
630
00:33:27.990 --> 00:33:30.480
So if, for instance, you had a principal investigator
631
00:33:30.480 --> 00:33:32.640
who has equipment only in the room
632
00:33:32.640 --> 00:33:34.380
that's still being used by occupants,
633
00:33:34.380 --> 00:33:37.713
but that principal investigator's no longer using
634
00:33:37.713 --> 00:33:39.465
that particular space.
635
00:33:39.465 --> 00:33:43.770
There's a few cases like that but not many.
636
00:33:43.770 --> 00:33:46.860
But you do have the ability to manually add.
637
00:33:46.860 --> 00:33:49.923
For the principal investigator section,
638
00:33:51.450 --> 00:33:53.910
we actually kinda wish we got rid of this percentage
639
00:33:53.910 --> 00:33:54.930
'cause it doesn't matter up here.
640
00:33:54.930 --> 00:33:58.350
We just need to know which spaces they oversee.
641
00:33:58.350 --> 00:34:01.560
So in this case, assign evenly is perfectly fine to do that
642
00:34:01.560 --> 00:34:04.653
'cause it doesn't matter what the percentages is.
643
00:34:05.593 --> 00:34:08.400
If you have the occupant percentage entered
644
00:34:08.400 --> 00:34:11.290
and then go and put in, yes it'll carry up here.
645
00:34:11.290 --> 00:34:15.420
So in this case, it would've automatically put in 25%
646
00:34:15.420 --> 00:34:16.983
for Philip in that case.
647
00:34:18.000 --> 00:34:21.480
But it does need to add up to 100%.
648
00:34:21.480 --> 00:34:23.883
So assign evenly, we'll get you there quickly.
649
00:34:25.080 --> 00:34:26.190
The other thing I wanted to point out
650
00:34:26.190 --> 00:34:27.270
in terms of occupants
651
00:34:27.270 --> 00:34:31.260
is that if you have multiple departments in a space,
652
00:34:31.260 --> 00:34:35.180
the occupants per department need to add up to 100%.
653
00:34:35.180 --> 00:34:37.050
So basically, we're trying to figure out
654
00:34:37.050 --> 00:34:39.870
for the department of medicine in this department,
655
00:34:39.870 --> 00:34:43.320
how did their occupants use this space?
656
00:34:43.320 --> 00:34:47.160
And this isn't gonna be their home department.
657
00:34:47.160 --> 00:34:49.710
This is driven by the departments
658
00:34:49.710 --> 00:34:51.840
at the top of the form that Mike was showing you earlier.
659
00:34:51.840 --> 00:34:54.570
So in my example, I had a shared space
660
00:34:54.570 --> 00:34:56.550
for medicine and pathology,
661
00:34:56.550 --> 00:34:59.040
and so you need to assign it to those two,
662
00:34:59.040 --> 00:35:03.750
and that'll automatically help calculate the functional use
663
00:35:03.750 --> 00:35:04.830
for your department
664
00:35:04.830 --> 00:35:06.570
if, unless you have any manual adjustments
665
00:35:06.570 --> 00:35:07.570
that we'll get into.
666
00:35:08.550 --> 00:35:10.230
So if you have three departments in here,
667
00:35:10.230 --> 00:35:12.600
total occupancy would end up being 300%,
668
00:35:12.600 --> 00:35:14.580
but 100% per department.
669
00:35:14.580 --> 00:35:17.130
And the system's gonna stop you from being able to save this
670
00:35:17.130 --> 00:35:18.720
unless that happens.
671
00:35:18.720 --> 00:35:21.510
If you come back into the space after saving it,
672
00:35:21.510 --> 00:35:23.940
sometimes it reorders all of these,
673
00:35:23.940 --> 00:35:26.310
and you may have saved it but need to come back
674
00:35:26.310 --> 00:35:29.400
and make some edits after you got some clarity on an issue
675
00:35:29.400 --> 00:35:31.500
that you weren't sure of for instance.
676
00:35:31.500 --> 00:35:32.333
So if that happens,
677
00:35:32.333 --> 00:35:34.140
you can hit this Sort By Department button,
678
00:35:34.140 --> 00:35:35.130
and it'll resort them
679
00:35:35.130 --> 00:35:38.550
so you can make sure you're, it'll make it easier
680
00:35:38.550 --> 00:35:41.130
to make sure you're 100% occupancy,
681
00:35:41.130 --> 00:35:43.260
especially for those spaces that have a lot of people
682
00:35:43.260 --> 00:35:44.860
in them, like a lot of the labs.
683
00:35:48.480 --> 00:35:52.530
There's also still some placeholders like we had in Famous
684
00:35:52.530 --> 00:35:54.840
where you have unfunded students
685
00:35:54.840 --> 00:35:57.000
and affiliated organizational employee.
686
00:35:57.000 --> 00:36:00.630
And then we also have a new one called recharge center
687
00:36:00.630 --> 00:36:03.810
because in the past, the chartstrings
688
00:36:03.810 --> 00:36:06.570
that supported the functional use of the space
689
00:36:06.570 --> 00:36:07.980
was on a different tab.
690
00:36:07.980 --> 00:36:09.570
Now, you'll see in a second,
691
00:36:09.570 --> 00:36:13.050
we have it actually tied to an occupant row,
692
00:36:13.050 --> 00:36:15.630
and it's a lot more efficient now,
693
00:36:15.630 --> 00:36:18.090
but if you don't have an occupant,
694
00:36:18.090 --> 00:36:19.590
say like the Davis ballrooms
695
00:36:19.590 --> 00:36:22.380
don't have occupants assigned to them,
696
00:36:22.380 --> 00:36:24.090
you really have the public and anybody
697
00:36:24.090 --> 00:36:26.100
at UVM renting those spaces
698
00:36:26.100 --> 00:36:29.497
so that you would just put in a recharge center UVM,
699
00:36:30.360 --> 00:36:34.533
and then you'd put in your income expense chartstring.
700
00:36:36.180 --> 00:36:40.020
This just goes over everything I just mentioned
701
00:36:40.020 --> 00:36:42.020
for anybody who's looking at this later.
702
00:36:43.530 --> 00:36:48.530
And then, so I'll get into the chartstrings now.
703
00:36:48.810 --> 00:36:51.420
So yeah, I think we captured everything there.
704
00:36:51.420 --> 00:36:52.253
And so like I was saying,
705
00:36:52.253 --> 00:36:55.830
chartstrings really should be entered for every occupant.
706
00:36:55.830 --> 00:36:57.780
It'll kind of speed things up for you now
707
00:36:57.780 --> 00:36:59.777
as opposed to how tedious it was in the past.
708
00:36:59.777 --> 00:37:03.030
Any of you guys who were doing this in the past know
709
00:37:03.030 --> 00:37:05.430
that it was really painful to put in your chartstrings,
710
00:37:05.430 --> 00:37:07.050
and that's really not the case anymore.
711
00:37:07.050 --> 00:37:10.020
So now Planon contains all chartstrings
712
00:37:10.020 --> 00:37:12.360
for each funded occupant in a space,
713
00:37:12.360 --> 00:37:15.840
and it's pulling that information in nightly,
714
00:37:15.840 --> 00:37:20.840
and it's pulling in what was used to pay that occupant
715
00:37:20.940 --> 00:37:22.260
in the last 18 months.
716
00:37:22.260 --> 00:37:23.190
And the reason we have 18
717
00:37:23.190 --> 00:37:25.173
is 'cause we're gonna do our QA
718
00:37:25.173 --> 00:37:27.450
once all the space data is done,
719
00:37:27.450 --> 00:37:29.340
and it takes a long time to do that.
720
00:37:29.340 --> 00:37:31.260
And so we may be reaching out to you
721
00:37:31.260 --> 00:37:33.270
in October, November, December,
722
00:37:33.270 --> 00:37:35.880
and going over some of your space details.
723
00:37:35.880 --> 00:37:38.730
And you may need to go back in and make some edits.
724
00:37:38.730 --> 00:37:39.660
Hopefully, only a few
725
00:37:39.660 --> 00:37:42.543
because we know this isn't your most fun activity to do.
726
00:37:43.530 --> 00:37:44.490
But we wanted to be able
727
00:37:44.490 --> 00:37:47.940
to have the chartstring still available for you to use.
728
00:37:47.940 --> 00:37:49.380
There are three ways to do it.
729
00:37:49.380 --> 00:37:51.030
You can add all occupants,
730
00:37:51.030 --> 00:37:53.310
or excuse me, all chartstrings for an occupant,
731
00:37:53.310 --> 00:37:56.817
add a selected chartstring, or add a manual chartstring.
732
00:37:56.817 --> 00:38:01.650
And so I'll go over those now.
733
00:38:01.650 --> 00:38:04.380
So I do have slides for that
734
00:38:04.380 --> 00:38:06.450
for anybody who's looking at this after.
735
00:38:06.450 --> 00:38:09.000
But I am just gonna go into the system
736
00:38:09.000 --> 00:38:12.033
and show you how to do that.
737
00:38:21.331 --> 00:38:23.670
And so just as a reminder what Mike did.
738
00:38:23.670 --> 00:38:26.850
So you come into space audit, space and occupancy survey.
739
00:38:26.850 --> 00:38:29.250
You click on the survey.
740
00:38:29.250 --> 00:38:32.310
Right now, we just have the one in the test environment.
741
00:38:32.310 --> 00:38:34.350
It's gonna display your departments
742
00:38:34.350 --> 00:38:36.873
that are tied to your NetID,
743
00:38:39.060 --> 00:38:41.193
and then you're gonna click your spaces.
744
00:38:42.832 --> 00:38:47.100
So let's see, let's just pick one I haven't started
745
00:38:47.100 --> 00:38:48.540
with any of our testing here.
746
00:38:48.540 --> 00:38:50.190
So you'll see it's in assigned statuses,
747
00:38:50.190 --> 00:38:51.210
Mike went over earlier.
748
00:38:51.210 --> 00:38:53.190
We'll change that to in progress
749
00:38:53.190 --> 00:38:55.020
'cause we're not working on it.
750
00:38:55.020 --> 00:38:57.090
And so that's kind of a way to see, all right,
751
00:38:57.090 --> 00:39:00.060
well, if you don't complete it right now,
752
00:39:00.060 --> 00:39:02.790
once we're done, so one of the others, go back.
753
00:39:02.790 --> 00:39:03.623
So once you are done,
754
00:39:03.623 --> 00:39:05.460
you'd come back and you'd hit the Complete,
755
00:39:05.460 --> 00:39:06.960
Completed by Surveyor.
756
00:39:06.960 --> 00:39:08.400
But if you leave it as in progress,
757
00:39:08.400 --> 00:39:10.530
it's kinda like your draft status.
758
00:39:10.530 --> 00:39:12.030
And you'll see it brings in information
759
00:39:12.030 --> 00:39:13.800
from the previous fiscal year.
760
00:39:13.800 --> 00:39:16.890
There are no chartstrings just 'cause it was never tied
761
00:39:16.890 --> 00:39:18.930
to the occupant in the past.
762
00:39:18.930 --> 00:39:21.570
And so it's really starting from scratch
763
00:39:21.570 --> 00:39:24.210
for the chartstrings.
764
00:39:24.210 --> 00:39:25.915
But you'll see here,
765
00:39:25.915 --> 00:39:28.858
if this occupant is the same occupant that was here
766
00:39:28.858 --> 00:39:31.560
as last year, you can go ahead
767
00:39:31.560 --> 00:39:33.753
and you can click Add All Chartstrings.
768
00:39:35.070 --> 00:39:38.550
And so it's gonna bring in everything for that occupant.
769
00:39:38.550 --> 00:39:40.350
But you do wanna go through
770
00:39:40.350 --> 00:39:44.580
and evaluate really what happened in this space
771
00:39:44.580 --> 00:39:46.650
when the occupant was in here.
772
00:39:46.650 --> 00:39:49.500
So you're gonna get to the point
773
00:39:49.500 --> 00:39:51.480
where you have to really look
774
00:39:51.480 --> 00:39:55.890
at the space functional use definition sheet.
775
00:39:55.890 --> 00:39:56.723
So I'm gonna bring that up
776
00:39:56.723 --> 00:39:58.560
and just kind of walk through that.
777
00:39:58.560 --> 00:40:01.620
So this'll tell you, we have our space functional use code,
778
00:40:01.620 --> 00:40:05.460
and it ties to, for the most part,
779
00:40:05.460 --> 00:40:09.030
PeopleSoft functional classification.
780
00:40:09.030 --> 00:40:12.957
So the function field and our PeopleSoft chartstring.
781
00:40:12.957 --> 00:40:17.220
And so like organized research space function code 22.
782
00:40:17.220 --> 00:40:18.450
It needs to be tied
783
00:40:18.450 --> 00:40:23.280
with these four PeopleSoft function codes
784
00:40:23.280 --> 00:40:26.610
in the chartstring and vice versa.
785
00:40:26.610 --> 00:40:28.440
And we'll get into really the requirements
786
00:40:28.440 --> 00:40:29.430
of that a little later on
787
00:40:29.430 --> 00:40:31.440
when we get into the functionalization.
788
00:40:31.440 --> 00:40:32.490
But I point that out now,
789
00:40:32.490 --> 00:40:35.550
just 'cause it's important to understand what to include
790
00:40:35.550 --> 00:40:37.050
in particular spaces.
791
00:40:37.050 --> 00:40:40.470
So right now I'm looking at a research non-class lab
792
00:40:40.470 --> 00:40:41.583
in this example.
793
00:40:42.420 --> 00:40:46.740
And I can see, I personally know, all right,
794
00:40:46.740 --> 00:40:49.620
311 is organized research,
795
00:40:49.620 --> 00:40:53.280
201 is your instruction chartstring,
796
00:40:53.280 --> 00:40:57.090
as well as it's also a department suspense.
797
00:40:57.090 --> 00:41:00.090
So the 0010 signals department suspense.
798
00:41:00.090 --> 00:41:02.490
And so that means it's not really the final destination
799
00:41:02.490 --> 00:41:06.030
for that person's payroll that got charged to that.
800
00:41:06.030 --> 00:41:09.840
And so that's one that we would ask
801
00:41:09.840 --> 00:41:13.050
that you're not including in your space survey chartstrings
802
00:41:13.050 --> 00:41:17.160
because ultimately, the department suspense
803
00:41:17.160 --> 00:41:19.530
should be zeroed out at the end of the fiscal year
804
00:41:19.530 --> 00:41:22.350
and moved to the correct chartstring.
805
00:41:22.350 --> 00:41:25.200
So department suspense should be removed anything
806
00:41:25.200 --> 00:41:26.460
from the prior fiscal year.
807
00:41:26.460 --> 00:41:28.230
So if you have any sponsored projects
808
00:41:28.230 --> 00:41:31.080
that have terminated in the prior fiscal year,
809
00:41:31.080 --> 00:41:32.250
and they didn't work on it this year,
810
00:41:32.250 --> 00:41:34.083
you would wanna remove that as well.
811
00:41:35.820 --> 00:41:40.320
And so anything that didn't happen in this space.
812
00:41:40.320 --> 00:41:43.890
So even though if say this hadn't been department suspense,
813
00:41:43.890 --> 00:41:45.270
and it was their instruction,
814
00:41:45.270 --> 00:41:47.850
chances are they're not doing instruction in a research lab.
815
00:41:47.850 --> 00:41:50.430
So it's not taking your occupant
816
00:41:50.430 --> 00:41:52.320
and putting them in all of their spaces
817
00:41:52.320 --> 00:41:54.660
and mirroring their distribution in all those spaces.
818
00:41:54.660 --> 00:41:56.520
It's really trying to understand what did they do
819
00:41:56.520 --> 00:41:57.450
when they were in this room,
820
00:41:57.450 --> 00:42:01.050
which we'll get into in with some examples in a little bit.
821
00:42:01.050 --> 00:42:01.883
As far as the chartstrings though,
822
00:42:01.883 --> 00:42:03.360
when you click Add All,
823
00:42:03.360 --> 00:42:07.080
it will essentially be 0% when you come in.
824
00:42:07.080 --> 00:42:09.540
I really caution doing assign evenly
825
00:42:09.540 --> 00:42:10.560
unless the person had one chartstring.
826
00:42:10.560 --> 00:42:14.910
This is a great way to just put in the 100%.
827
00:42:14.910 --> 00:42:17.130
But if we're doing assign evenly,
828
00:42:17.130 --> 00:42:21.630
it's going to really skew the functional calculation
829
00:42:21.630 --> 00:42:23.820
for this space 'cause it is automated now
830
00:42:23.820 --> 00:42:26.910
unless there are any manual changes that need to be made.
831
00:42:26.910 --> 00:42:30.000
So it's important to have the occupancy percentage breakdown
832
00:42:30.000 --> 00:42:34.410
among your occupants in a space as accurate as possible,
833
00:42:34.410 --> 00:42:36.720
and then have the chartstringing breakdown
834
00:42:36.720 --> 00:42:38.820
for each occupant as accurate as possible.
835
00:42:38.820 --> 00:42:41.280
And we know it's not an exact science
836
00:42:41.280 --> 00:42:43.020
so we just ask that you do your best
837
00:42:43.020 --> 00:42:46.410
and get an understanding of what's happening in that space.
838
00:42:46.410 --> 00:42:50.610
So, and here like I would remove their department
839
00:42:50.610 --> 00:42:52.350
or their instruction in this case,
840
00:42:52.350 --> 00:42:55.620
and I'd ask, you know, all right, you have this 401
841
00:42:55.620 --> 00:42:59.100
is public service, did that happen in this space?
842
00:42:59.100 --> 00:43:02.946
And so you remove it that way
843
00:43:02.946 --> 00:43:05.370
or we can add another occupant.
844
00:43:05.370 --> 00:43:07.541
Mindy, I know you're here today,
845
00:43:07.541 --> 00:43:11.310
but I'm going to use you as my example here,
846
00:43:11.310 --> 00:43:13.320
and we're gonna say
847
00:43:13.320 --> 00:43:16.617
that you are 80% in this space,
848
00:43:16.617 --> 00:43:21.000
and we're gonna say that this occupant was 20%.
849
00:43:21.000 --> 00:43:22.200
And so I'll show you here,
850
00:43:22.200 --> 00:43:26.070
yes, and now, populated Mindy up here as if she were PI,
851
00:43:26.070 --> 00:43:27.057
but it's at the 80%,
852
00:43:27.057 --> 00:43:30.750
and we can just say assign evenly to get to your 100%
853
00:43:30.750 --> 00:43:32.940
for the PI.
854
00:43:32.940 --> 00:43:36.810
I do need to assign the department,
855
00:43:36.810 --> 00:43:39.990
otherwise, the calculation won't work later on.
856
00:43:39.990 --> 00:43:43.383
And now I just want to add a particular chartstring.
857
00:43:43.383 --> 00:43:46.347
So I can come in here, do add chartstringing,
858
00:43:46.347 --> 00:43:48.600
and I can search and it'll default
859
00:43:48.600 --> 00:43:51.990
to select from available chartstrings.
860
00:43:51.990 --> 00:43:54.750
And again, I dig down a little bit deeper to that list,
861
00:43:54.750 --> 00:43:57.720
and it'll bring in all of our chartstrings
862
00:43:57.720 --> 00:43:58.680
that she was funded from.
863
00:43:58.680 --> 00:44:02.640
But I just want the one, and I'd come in here.
864
00:44:02.640 --> 00:44:04.497
And then I, again, select, okay.
865
00:44:04.497 --> 00:44:06.360
And so that'll bring it in here.
866
00:44:06.360 --> 00:44:08.910
And so for her, this was the only one she worked on.
867
00:44:08.910 --> 00:44:09.770
So that's a good example
868
00:44:09.770 --> 00:44:12.600
of where we'd wanna just do that 100%.
869
00:44:12.600 --> 00:44:14.523
And here we can do 50.
870
00:44:22.290 --> 00:44:25.053
And so I'm just gonna wait these differently.
871
00:44:25.053 --> 00:44:28.380
And you'll see Mindy
872
00:44:28.380 --> 00:44:32.190
has a 0601 program code.
873
00:44:32.190 --> 00:44:33.450
So like I said earlier,
874
00:44:33.450 --> 00:44:36.720
most of these are gonna drive our functional use
875
00:44:36.720 --> 00:44:40.860
based on the function code of the chartstring.
876
00:44:40.860 --> 00:44:42.030
But for VCHIP,
877
00:44:42.030 --> 00:44:47.030
there's a specific F&A rate that is for VCHIP.
878
00:44:47.229 --> 00:44:48.450
So we have to track those separately.
879
00:44:48.450 --> 00:44:51.930
And that's driven by the program code.
880
00:44:51.930 --> 00:44:53.850
Anyone with income expense.
881
00:44:53.850 --> 00:44:57.240
So the Fund 150, that is driven by the fund.
882
00:44:57.240 --> 00:44:58.680
And so either of those two
883
00:44:58.680 --> 00:45:00.873
kind of automatically pull it up in here,
884
00:45:01.890 --> 00:45:04.980
and we'll get into the functions a little bit later.
885
00:45:04.980 --> 00:45:08.760
But here, it's gonna give you the suggested function codes.
886
00:45:08.760 --> 00:45:12.120
So you're gonna see here, it's saying public service
887
00:45:12.120 --> 00:45:14.430
based on the 401 we found here.
888
00:45:14.430 --> 00:45:18.210
And you'll see it initially had department research,
889
00:45:18.210 --> 00:45:19.800
but neither of these occupants right now
890
00:45:19.800 --> 00:45:21.333
have department research.
891
00:45:23.550 --> 00:45:26.340
But for argument's sake, I'm just gonna save this.
892
00:45:26.340 --> 00:45:31.340
See because I pulled in that VCHIP now,
893
00:45:32.310 --> 00:45:34.017
is a little bit over 100%,
894
00:45:34.017 --> 00:45:35.970
and it's gonna prevent you from doing that.
895
00:45:35.970 --> 00:45:39.420
So chartstrings by occupant need to be 100%,
896
00:45:39.420 --> 00:45:42.390
occupants per department need to be 100%,
897
00:45:42.390 --> 00:45:43.920
functional use per department,
898
00:45:43.920 --> 00:45:44.847
like everything needs to be 100%,
899
00:45:44.847 --> 00:45:46.530
and it's gonna prevent you from saving
900
00:45:46.530 --> 00:45:48.000
unless you correct that,
901
00:45:48.000 --> 00:45:50.310
and it's gonna tell you where that is.
902
00:45:50.310 --> 00:45:53.523
So now I, correct me that correction so I can save that.
903
00:45:57.030 --> 00:46:02.003
And actually. (speaking faintly)
904
00:46:03.150 --> 00:46:06.710
The final option was...
905
00:46:08.640 --> 00:46:10.740
This was last week's presentation.
906
00:46:10.740 --> 00:46:14.790
So I'm gonna just add Mindy again, the other option.
907
00:46:14.790 --> 00:46:18.003
Actually I'll do recharge center.
908
00:46:20.520 --> 00:46:22.290
So you just type that in.
909
00:46:22.290 --> 00:46:26.460
We could say this was 80% and medicine.
910
00:46:26.460 --> 00:46:29.790
And so you can do, since there's no occupants,
911
00:46:29.790 --> 00:46:32.280
if I do add chartstrings, it's not finding anything
912
00:46:32.280 --> 00:46:33.870
'cause there's nothing tied to that.
913
00:46:33.870 --> 00:46:35.893
So you can do add chartstring,
914
00:46:36.733 --> 00:46:37.590
click the button, and then here,
915
00:46:37.590 --> 00:46:39.810
you can do create new chartstring.
916
00:46:39.810 --> 00:46:44.040
You actually don't need account and a few other fields.
917
00:46:44.040 --> 00:46:47.490
You need, these that I'm filling in here,
918
00:46:47.490 --> 00:46:49.950
like account department.
919
00:46:49.950 --> 00:46:53.970
This would be a Fund 150 for our auxiliary
920
00:46:53.970 --> 00:46:55.533
or income expense.
921
00:46:56.430 --> 00:46:58.680
You probably have a source code that's specific to that.
922
00:46:58.680 --> 00:47:00.090
But I'm just for argument's sake,
923
00:47:00.090 --> 00:47:02.617
I'm moving on for this, so.
924
00:47:05.146 --> 00:47:06.963
So function.
925
00:47:09.960 --> 00:47:12.633
I always do usually my instruction.
926
00:47:13.800 --> 00:47:18.090
So this isn't a great example for income expense,
927
00:47:18.090 --> 00:47:20.730
but you'll get the point of just adding in all your fields.
928
00:47:20.730 --> 00:47:24.510
So you actually don't need project PC business unit
929
00:47:24.510 --> 00:47:27.540
or project ID if you don't know it.
930
00:47:27.540 --> 00:47:31.260
And we ask that if you do know it, you include it.
931
00:47:31.260 --> 00:47:34.170
But if you're putting in a placeholder, for instance,
932
00:47:34.170 --> 00:47:35.640
for any nine-month faculty
933
00:47:35.640 --> 00:47:37.950
that are gonna have summer salary,
934
00:47:37.950 --> 00:47:39.990
and that project isn't set up for summer salary,
935
00:47:39.990 --> 00:47:42.990
but every year, you know, it gets set up the end of June,
936
00:47:42.990 --> 00:47:45.633
it's a Fund 311,
937
00:47:47.340 --> 00:47:51.330
you could skip the project but still include the function,
938
00:47:51.330 --> 00:47:53.820
and then it'll help the system calculate
939
00:47:53.820 --> 00:47:57.180
what that total functional use for your department
940
00:47:57.180 --> 00:48:02.180
is based on the occupant's complete funding anticipated
941
00:48:02.910 --> 00:48:05.220
through the end of the fiscal year.
942
00:48:05.220 --> 00:48:09.990
And then I'm just gonna fill in these down here.
943
00:48:09.990 --> 00:48:12.870
So this is an example of, it's a lot quicker
944
00:48:12.870 --> 00:48:17.460
to enter in your chartstrings than it was in the past.
945
00:48:17.460 --> 00:48:18.840
You can also, if you're not sure,
946
00:48:18.840 --> 00:48:21.990
you can look up using the search features
947
00:48:21.990 --> 00:48:25.140
like any other fields here and you press okay.
948
00:48:25.140 --> 00:48:27.480
So that's an example of the three different ways
949
00:48:27.480 --> 00:48:29.137
to add chartstrings.
950
00:48:31.170 --> 00:48:36.170
Just check in, see if I've missed anything before I move on.
951
00:48:43.800 --> 00:48:45.090
Nope, so I got all of those.
952
00:48:45.090 --> 00:48:47.853
I'm gonna jump back into the presentation.
953
00:48:50.143 --> 00:48:51.120
All right, so now we're gonna really get
954
00:48:51.120 --> 00:48:56.070
into the functional classifying functional space usage.
955
00:48:56.070 --> 00:48:58.980
So again, we talked about how the square footage costs
956
00:48:58.980 --> 00:49:01.530
are used to fully burden the income expense activities.
957
00:49:01.530 --> 00:49:04.500
So it's important to have the Fund 150
958
00:49:04.500 --> 00:49:09.300
and the proper space functional use
959
00:49:09.300 --> 00:49:11.430
for all your income expense spaces,
960
00:49:11.430 --> 00:49:16.430
which is function space function code 60 for auxiliary.
961
00:49:16.710 --> 00:49:17.610
So that's how it's used.
962
00:49:17.610 --> 00:49:21.120
It gets, again, used for allocating costs,
963
00:49:21.120 --> 00:49:23.130
square footage costs for IBB.
964
00:49:23.130 --> 00:49:25.350
And then what we're gonna get into is really
965
00:49:25.350 --> 00:49:27.780
for the F&A rate development.
966
00:49:27.780 --> 00:49:30.450
And so for those of you who aren't familiar what F&A is,
967
00:49:30.450 --> 00:49:32.880
it's the facilities and administrative costs,
968
00:49:32.880 --> 00:49:34.980
and they are for costs incurred
969
00:49:34.980 --> 00:49:37.020
for common or joint objectives
970
00:49:37.020 --> 00:49:38.970
and cannot be identified readily
971
00:49:38.970 --> 00:49:41.520
and specifically to a particular sponsored project,
972
00:49:41.520 --> 00:49:45.030
instructional activity or other institutional activity.
973
00:49:45.030 --> 00:49:47.130
And so the administrative piece,
974
00:49:47.130 --> 00:49:48.720
or you have your general administration,
975
00:49:48.720 --> 00:49:50.910
department administration,
976
00:49:50.910 --> 00:49:52.710
sponsored project administration,
977
00:49:52.710 --> 00:49:54.240
and student administration services,
978
00:49:54.240 --> 00:49:57.290
and that's capped at 26%.
979
00:49:57.290 --> 00:50:00.600
And so UVM, like pretty much all the institutions
980
00:50:00.600 --> 00:50:05.600
of higher education in our country are above the 26% cap.
981
00:50:06.480 --> 00:50:07.590
But the federal government says
982
00:50:07.590 --> 00:50:08.970
that's all we're gonna pay you.
983
00:50:08.970 --> 00:50:13.350
Despite the fact that the regulatory environment,
984
00:50:13.350 --> 00:50:18.323
which we work under is the administrative costs are growing.
985
00:50:18.323 --> 00:50:21.480
They are not budging on their willingness
986
00:50:21.480 --> 00:50:24.053
to pay more than 26%.
987
00:50:25.470 --> 00:50:29.100
But the facilities piece, we have building depreciation,
988
00:50:29.100 --> 00:50:30.600
moveable equipment depreciation,
989
00:50:30.600 --> 00:50:34.080
operation and maintenance, interest and library expense.
990
00:50:34.080 --> 00:50:36.090
And so those are uncapped
991
00:50:36.090 --> 00:50:39.243
in terms of, so those are our facilities costs.
992
00:50:41.010 --> 00:50:42.660
And so since those are uncapped,
993
00:50:42.660 --> 00:50:44.550
we really wanna make sure we're capturing
994
00:50:44.550 --> 00:50:45.970
as much of those costs
995
00:50:47.010 --> 00:50:50.820
in the appropriate F&A rates as possible.
996
00:50:50.820 --> 00:50:52.980
And I'll get into some an example in a minute,
997
00:50:52.980 --> 00:50:54.660
but I just wanna point out that F&A
998
00:50:54.660 --> 00:50:57.870
is one of the largest revenue sources at the university.
999
00:50:57.870 --> 00:51:00.180
And so it is a pretty important deal
1000
00:51:00.180 --> 00:51:04.080
that the work you do in this space survey is important.
1001
00:51:04.080 --> 00:51:06.090
So I know it seems tedious,
1002
00:51:06.090 --> 00:51:08.490
but we really appreciate all the hard work you guys do put
1003
00:51:08.490 --> 00:51:11.220
into this 'cause it does have a big impact
1004
00:51:11.220 --> 00:51:12.900
on the university.
1005
00:51:12.900 --> 00:51:15.330
And just for instance,
1006
00:51:15.330 --> 00:51:18.427
1% on our organized research rate
1007
00:51:21.330 --> 00:51:22.530
could be equivalent
1008
00:51:22.530 --> 00:51:25.110
to about 3/4 of a million dollars per fiscal year
1009
00:51:25.110 --> 00:51:28.077
depending on how much research we have per fiscal year.
1010
00:51:28.077 --> 00:51:31.770
And so we wanna make sure we're max,
1011
00:51:31.770 --> 00:51:33.900
our goal at UVM is to maximize that,
1012
00:51:33.900 --> 00:51:37.203
so we're recouping all of the costs as best we can.
1013
00:51:39.270 --> 00:51:42.160
And so the facilities cost of the F&A rate
1014
00:51:43.414 --> 00:51:45.060
are allocated based on the results
1015
00:51:45.060 --> 00:51:46.890
of the space functional usage.
1016
00:51:46.890 --> 00:51:51.190
So really what is the square footage statistics per building
1017
00:51:52.410 --> 00:51:55.140
based on the different types of functions
1018
00:51:55.140 --> 00:51:56.670
that we have in the spaces.
1019
00:51:56.670 --> 00:51:59.190
And the federal regulations require
1020
00:51:59.190 --> 00:52:01.590
that the allocation of facilities cost be based
1021
00:52:01.590 --> 00:52:03.477
upon functional use of space, which is what we do,
1022
00:52:03.477 --> 00:52:05.790
and we get that from the space survey.
1023
00:52:05.790 --> 00:52:07.860
And the federal regulations also require
1024
00:52:07.860 --> 00:52:11.940
that the allocations be properly documented
1025
00:52:11.940 --> 00:52:15.744
in sufficient detail for a subsequent review
1026
00:52:15.744 --> 00:52:17.310
with our cognizant federal agency.
1027
00:52:17.310 --> 00:52:21.630
And so this space survey provides that documentation,
1028
00:52:21.630 --> 00:52:24.120
and we do meet with the federal government.
1029
00:52:24.120 --> 00:52:25.950
They used to walk our spaces before COVID.
1030
00:52:25.950 --> 00:52:29.490
Now it's all virtual, but they will meet with the PIs,
1031
00:52:29.490 --> 00:52:32.130
they will meet with the department administrators,
1032
00:52:32.130 --> 00:52:34.650
and they'll go over, you know, who was in the space.
1033
00:52:34.650 --> 00:52:36.780
They'll wanna get funding information,
1034
00:52:36.780 --> 00:52:39.360
they'll wanna know what each of those documents we're doing
1035
00:52:39.360 --> 00:52:40.193
in this space.
1036
00:52:40.193 --> 00:52:43.200
So what you are doing is capturing all that information
1037
00:52:43.200 --> 00:52:45.086
that the federal government asks us.
1038
00:52:45.086 --> 00:52:49.470
And so just to get an example
1039
00:52:49.470 --> 00:52:51.330
of, you know, how we use this information.
1040
00:52:51.330 --> 00:52:53.940
I'm gonna focus on operations and maintenance expense
1041
00:52:53.940 --> 00:52:57.510
out of the facilities the cost group.
1042
00:52:57.510 --> 00:53:00.150
And so, for example, a previous fiscal fiscal year
1043
00:53:00.150 --> 00:53:03.798
had $73 million in O&M expense.
1044
00:53:03.798 --> 00:53:06.330
And so we wanna know how much of that O&M expense
1045
00:53:06.330 --> 00:53:09.210
to allocate to organized research, for instance,
1046
00:53:09.210 --> 00:53:10.950
to be able to charge the federal government
1047
00:53:10.950 --> 00:53:13.890
or really any external sponsor
1048
00:53:13.890 --> 00:53:15.900
for the work they're basically hiring UVM to do.
1049
00:53:15.900 --> 00:53:19.830
So when we're doing these research projects,
1050
00:53:19.830 --> 00:53:21.240
they've hired the university
1051
00:53:21.240 --> 00:53:23.820
and that principal investigator to do that work.
1052
00:53:23.820 --> 00:53:27.930
And so we need to know what are the true costs of that
1053
00:53:27.930 --> 00:53:31.580
other than the direct, you know, payroll for that
1054
00:53:31.580 --> 00:53:35.280
or the direct supplies for that research project.
1055
00:53:35.280 --> 00:53:37.143
And so in terms of facilities costs,
1056
00:53:38.670 --> 00:53:41.250
we would say, all right, well, we know seven million
1057
00:53:41.250 --> 00:53:44.580
of that O&M expense was for the, excuse me,
1058
00:53:44.580 --> 00:53:46.110
for the given complex.
1059
00:53:46.110 --> 00:53:47.370
And based on the space survey,
1060
00:53:47.370 --> 00:53:50.850
we know how the functional use of that building broke down.
1061
00:53:50.850 --> 00:53:54.600
And here's an example of a Given Yard.
1062
00:53:54.600 --> 00:53:59.600
And so out of all space usage for that building
1063
00:54:00.120 --> 00:54:03.720
for that year, 37% in this case was organized research,
1064
00:54:03.720 --> 00:54:05.103
which I'm gonna focus on.
1065
00:54:06.297 --> 00:54:07.680
And so we take that seven million,
1066
00:54:07.680 --> 00:54:12.630
and we allocate it based on the percentage by function.
1067
00:54:12.630 --> 00:54:17.490
So essentially 2.5 million of university costs
1068
00:54:17.490 --> 00:54:20.670
for operation and maintenance was used
1069
00:54:20.670 --> 00:54:22.770
to conduct research in the Given Complex.
1070
00:54:22.770 --> 00:54:25.020
And so it's university's goal
1071
00:54:25.020 --> 00:54:27.240
to try and get the sponsors to pay their fair share
1072
00:54:27.240 --> 00:54:29.760
of that expense through the F&A rate.
1073
00:54:29.760 --> 00:54:32.910
It's the federal government's priority
1074
00:54:32.910 --> 00:54:35.220
to pay as little as possible,
1075
00:54:35.220 --> 00:54:37.500
but we really want them to pay their fair share.
1076
00:54:37.500 --> 00:54:40.620
So that's where we use this information
1077
00:54:40.620 --> 00:54:43.740
to develop our F&A rates.
1078
00:54:43.740 --> 00:54:46.090
And we can't do that without the space surveys.
1079
00:54:47.010 --> 00:54:47.910
Dawn.
1080
00:54:47.910 --> 00:54:49.170
Yes.
1081
00:54:49.170 --> 00:54:52.410
It looks like Michael Brevent has a question.
1082
00:54:52.410 --> 00:54:54.603
Sorry, Mike, I just saw this.
1083
00:54:56.190 --> 00:54:57.023
All right.
1084
00:54:57.023 --> 00:54:59.640
Yes, I have a question related to spaces
1085
00:54:59.640 --> 00:55:04.530
that we manage but are not part of our department.
1086
00:55:04.530 --> 00:55:06.810
And when you put that in,
1087
00:55:06.810 --> 00:55:09.510
it would probably fall under recharge center.
1088
00:55:09.510 --> 00:55:11.610
And when you select a chartstring
1089
00:55:11.610 --> 00:55:13.710
that is not your departmental chartstring,
1090
00:55:13.710 --> 00:55:17.913
would you put that into the enter a chartstring section?
1091
00:55:21.120 --> 00:55:23.769
So is it recharge?
I can give an example.
1092
00:55:23.769 --> 00:55:25.830
It'd be a recharge center.
1093
00:55:25.830 --> 00:55:28.323
So let's say Waterman Memorial Lounge.
1094
00:55:29.370 --> 00:55:31.560
It's a general university space.
1095
00:55:31.560 --> 00:55:34.800
Our department manages the space and we do cover it
1096
00:55:34.800 --> 00:55:36.870
under the space survey, but the chartstring
1097
00:55:36.870 --> 00:55:39.363
would not be our departmental chartstring.
1098
00:55:41.700 --> 00:55:46.080
Yes, so if it's used partially
1099
00:55:46.080 --> 00:55:49.560
for auxiliary, the portion,
1100
00:55:49.560 --> 00:55:51.420
so you would probably have some of that
1101
00:55:51.420 --> 00:55:53.790
as like general administration, I would say
1102
00:55:53.790 --> 00:55:55.860
'cause you have a lot of UVM-
It would be 100%
1103
00:55:55.860 --> 00:55:57.789
general administration.
1104
00:55:57.789 --> 00:56:01.680
Yeah, so if none of it's being billed out
1105
00:56:01.680 --> 00:56:05.130
for external use, either internal use,
1106
00:56:05.130 --> 00:56:09.210
like for departments having to be charged to use that space
1107
00:56:09.210 --> 00:56:12.663
or getting or charging the public to use that space,
1108
00:56:13.500 --> 00:56:15.840
then you wouldn't put auxiliary function code in.
1109
00:56:15.840 --> 00:56:19.404
You would just be putting in general administration.
1110
00:56:19.404 --> 00:56:23.026
And so in that case, since there's no occupant,
1111
00:56:23.026 --> 00:56:26.883
you don't need to put a chartstring in for that one.
1112
00:56:27.720 --> 00:56:31.560
We'll get into chartstrings in like three or four slides,
1113
00:56:31.560 --> 00:56:34.530
but I didn't really get into the specifics of that.
1114
00:56:34.530 --> 00:56:36.840
So if you don't have an assigned occupant,
1115
00:56:36.840 --> 00:56:39.660
and it's not one of the ones on the chart I have up,
1116
00:56:39.660 --> 00:56:43.320
it's okay, if you don't have a chartstring.
1117
00:56:43.320 --> 00:56:45.170
The system will allow you to do that.
1118
00:56:50.100 --> 00:56:51.390
So it sounds like I got that.
1119
00:56:51.390 --> 00:56:53.733
If I didn't, let me know.
1120
00:56:55.836 --> 00:56:58.963
All right, so the key to functionalizing space
1121
00:56:59.970 --> 00:57:03.300
is what we say, you know, the space has to align
1122
00:57:03.300 --> 00:57:04.530
with the base.
1123
00:57:04.530 --> 00:57:09.530
So the space, how you functionalize that needs to align
1124
00:57:09.690 --> 00:57:13.170
with how the salaries and wages of the occupants are
1125
00:57:13.170 --> 00:57:14.003
in the space.
1126
00:57:14.003 --> 00:57:15.990
So really what supporting,
1127
00:57:15.990 --> 00:57:19.830
what supporting data do we have
1128
00:57:19.830 --> 00:57:24.120
to defend how we functionalize that space
1129
00:57:24.120 --> 00:57:25.650
since it's really finding out,
1130
00:57:25.650 --> 00:57:29.843
you know, what is the space classification aligns
1131
00:57:30.990 --> 00:57:33.630
with the functional description
1132
00:57:33.630 --> 00:57:36.180
in the occupants chartstrings.
1133
00:57:36.180 --> 00:57:40.020
And we're doing this for the full fiscal year,
1134
00:57:40.020 --> 00:57:41.100
which we mentioned earlier.
1135
00:57:41.100 --> 00:57:44.850
So accounting for all occupants throughout the entire year.
1136
00:57:44.850 --> 00:57:47.943
So July 1st through this June 30th.
1137
00:57:51.360 --> 00:57:52.960
It's not advancing. There we go.
1138
00:57:55.080 --> 00:57:58.020
So some critical success factors.
1139
00:57:58.020 --> 00:57:59.730
You really need to get firsthand knowledge
1140
00:57:59.730 --> 00:58:02.283
of how the space was used during the fiscal year.
1141
00:58:03.450 --> 00:58:08.450
So sometimes, it's a matter of getting your floor plans,
1142
00:58:08.610 --> 00:58:10.470
walking the space, getting in touch
1143
00:58:10.470 --> 00:58:12.630
with the people using that space
1144
00:58:12.630 --> 00:58:15.090
and finding out exactly who was in there
1145
00:58:15.090 --> 00:58:17.670
throughout the full fiscal year,
1146
00:58:17.670 --> 00:58:21.370
and getting information about their FTE
1147
00:58:22.620 --> 00:58:25.530
so that you know how to weight them appropriately
1148
00:58:25.530 --> 00:58:29.763
in terms of percentage of occupant use for the department.
1149
00:58:32.400 --> 00:58:35.400
And it's also important to ensure
1150
00:58:35.400 --> 00:58:40.350
that you're accounting for any non-paid individuals
1151
00:58:40.350 --> 00:58:43.380
such as unfunded students or volunteers,
1152
00:58:43.380 --> 00:58:46.200
they absolutely need to be accounted for.
1153
00:58:46.200 --> 00:58:48.930
And even if you have occupants
1154
00:58:48.930 --> 00:58:50.940
from other departments using your space,
1155
00:58:50.940 --> 00:58:52.863
you need to account for that as well.
1156
00:58:54.630 --> 00:58:57.720
And maybe sometimes you need to wait until June
1157
00:58:57.720 --> 00:59:00.120
to complete a couple of your rooms
1158
00:59:00.120 --> 00:59:03.270
because you will have summer researchers,
1159
00:59:03.270 --> 00:59:04.860
and you don't know how they're funded yet,
1160
00:59:04.860 --> 00:59:09.630
or you're waiting on new hires that aren't known right now
1161
00:59:09.630 --> 00:59:11.850
that would be using it for May and June,
1162
00:59:11.850 --> 00:59:13.962
which is significant enough.
1163
00:59:13.962 --> 00:59:15.180
If you're hiring somebody,
1164
00:59:15.180 --> 00:59:16.200
and they're gonna sit in that room
1165
00:59:16.200 --> 00:59:17.160
for the last week of the year,
1166
00:59:17.160 --> 00:59:19.440
like that's gonna be immaterial.
1167
00:59:19.440 --> 00:59:21.630
But if you have somebody that you're anticipating
1168
00:59:21.630 --> 00:59:24.810
for like a couple the next two months, 2 1/2 months,
1169
00:59:24.810 --> 00:59:28.200
then you might need to wait until that information is known.
1170
00:59:28.200 --> 00:59:31.830
but move along to the other ones that you can at this time
1171
00:59:31.830 --> 00:59:34.373
so you're not doing it all at the very end of June.
1172
00:59:35.730 --> 00:59:36.563
Next, you know,
1173
00:59:36.563 --> 00:59:39.120
determine the functional activities performed in the room
1174
00:59:39.120 --> 00:59:41.580
and information on the funding sources
1175
00:59:41.580 --> 00:59:43.500
related to those activities.
1176
00:59:43.500 --> 00:59:47.940
So such as grants, contracts, department funds
1177
00:59:47.940 --> 00:59:49.653
for research or instruction.
1178
00:59:50.804 --> 00:59:52.950
And so step two, once you have determined,
1179
00:59:52.950 --> 00:59:54.480
you know, who's in the room,
1180
00:59:54.480 --> 00:59:58.413
you wanna determine how the occupants were funded.
1181
01:00:00.780 --> 01:00:02.100
People, sorry.
1182
01:00:02.100 --> 01:00:04.530
Planon, again, will bring in those chartstrings,
1183
01:00:04.530 --> 01:00:06.720
but you wanna know which ones were appropriate
1184
01:00:06.720 --> 01:00:08.580
for this fiscal year.
1185
01:00:08.580 --> 01:00:12.210
And then furthermore, which ones were appropriate
1186
01:00:12.210 --> 01:00:13.983
for that particular room.
1187
01:00:15.480 --> 01:00:16.560
So really step three,
1188
01:00:16.560 --> 01:00:19.680
determine which of the occupants funded activities occurred
1189
01:00:19.680 --> 01:00:22.470
in each of the rooms they occupied during the fiscal year.
1190
01:00:22.470 --> 01:00:25.170
A lot of times you have occupants who are gonna show up
1191
01:00:25.170 --> 01:00:26.460
in multiple rooms.
1192
01:00:26.460 --> 01:00:27.990
We would expect that.
1193
01:00:27.990 --> 01:00:31.620
And so the example below, you have an occupant
1194
01:00:31.620 --> 01:00:36.060
who has an office, a class lab and non-class, excuse me,
1195
01:00:36.060 --> 01:00:39.450
a class laboratory and a research non-class laboratory.
1196
01:00:39.450 --> 01:00:41.760
And so we really need to drive home
1197
01:00:41.760 --> 01:00:43.830
that we're not mirroring their distribution
1198
01:00:43.830 --> 01:00:45.360
in all three of those spaces.
1199
01:00:45.360 --> 01:00:48.600
It may be that their office space that they do all of that,
1200
01:00:48.600 --> 01:00:50.460
if they have instruction
1201
01:00:50.460 --> 01:00:53.640
that they are in their office having office hours
1202
01:00:53.640 --> 01:00:55.140
and working with those students
1203
01:00:55.140 --> 01:00:57.600
and doing the instruction space there.
1204
01:00:57.600 --> 01:01:00.720
They may, especially civil investigators, these days now,
1205
01:01:00.720 --> 01:01:04.050
spend actually very little time in the lab
1206
01:01:04.050 --> 01:01:07.950
from what we've come across in our interviews
1207
01:01:07.950 --> 01:01:09.840
with the federal government
1208
01:01:09.840 --> 01:01:13.200
is that they got into research,
1209
01:01:13.200 --> 01:01:16.260
they're now really active research faculty,
1210
01:01:16.260 --> 01:01:18.450
and that they've trained enough people
1211
01:01:18.450 --> 01:01:20.700
that they're not really doing a lot of the research.
1212
01:01:20.700 --> 01:01:23.400
So in the lab, and they're doing a lot of the analysis
1213
01:01:23.400 --> 01:01:24.483
in their office.
1214
01:01:26.160 --> 01:01:28.320
But you really wouldn't have research in a class lab,
1215
01:01:28.320 --> 01:01:30.060
and you wouldn't have instruction.
1216
01:01:30.060 --> 01:01:35.060
And for your PI and a research non-class laboratory,
1217
01:01:35.370 --> 01:01:37.920
there's some caveats to that and really knowing
1218
01:01:37.920 --> 01:01:38.943
what they're doing.
1219
01:01:40.560 --> 01:01:43.260
You'd wanna reflect exactly what they tell you.
1220
01:01:43.260 --> 01:01:46.140
So if they say, "No, I did do some instruction
1221
01:01:46.140 --> 01:01:48.330
in my research lab," put that.
1222
01:01:48.330 --> 01:01:49.713
We wanna be honest.
1223
01:01:52.560 --> 01:01:54.930
The other tools to help you
1224
01:01:54.930 --> 01:01:56.850
are that space functional use definition sheet
1225
01:01:56.850 --> 01:01:58.560
that I showed you earlier.
1226
01:01:58.560 --> 01:02:02.670
And please refer to the space survey user guide.
1227
01:02:02.670 --> 01:02:05.580
This presentation will be up on the website.
1228
01:02:05.580 --> 01:02:08.640
Like I mentioned hopefully by early next week,
1229
01:02:08.640 --> 01:02:12.000
but it really aligns with the user guide,
1230
01:02:12.000 --> 01:02:15.090
and the user guide will reference you to another section
1231
01:02:15.090 --> 01:02:17.040
and you can click the link and go right to that section.
1232
01:02:17.040 --> 01:02:20.910
So that's really your main source of information
1233
01:02:20.910 --> 01:02:22.533
to refer back to.
1234
01:02:23.880 --> 01:02:27.540
And then in that user guide, the end of it has a checklist
1235
01:02:27.540 --> 01:02:30.360
of kind of just ways to kind of organize you
1236
01:02:30.360 --> 01:02:31.710
before you dig into this.
1237
01:02:31.710 --> 01:02:34.060
So getting your floor plans so you can easily see,
1238
01:02:34.060 --> 01:02:35.850
which rooms you're talking about,
1239
01:02:35.850 --> 01:02:38.853
getting your funding information and more.
1240
01:02:41.490 --> 01:02:44.400
You wanna save your documentation such as room logs,
1241
01:02:44.400 --> 01:02:46.920
room assignment lists, and any interview notes used
1242
01:02:46.920 --> 01:02:49.320
to assign the functional use of the room
1243
01:02:49.320 --> 01:02:50.940
so that you can refer back to that
1244
01:02:50.940 --> 01:02:54.450
if you are your department is selected or PI
1245
01:02:54.450 --> 01:02:58.170
is selected from your department in any of our reviews
1246
01:02:58.170 --> 01:02:59.220
with the federal government,
1247
01:02:59.220 --> 01:03:03.090
and just if we, when we're doing internally doing our QA
1248
01:03:03.090 --> 01:03:06.750
of the space data in the fall after this is complete,
1249
01:03:06.750 --> 01:03:09.060
and something doesn't look right,
1250
01:03:09.060 --> 01:03:12.120
we'll come back to you as a starting the surveyors
1251
01:03:12.120 --> 01:03:14.350
as a starting point to help us understand
1252
01:03:16.680 --> 01:03:20.040
how you came to your conclusions, and what was entered,
1253
01:03:20.040 --> 01:03:21.300
and have discussions from that.
1254
01:03:21.300 --> 01:03:25.710
So any notes you have, should keep those.
1255
01:03:25.710 --> 01:03:26.543
And it's especially true
1256
01:03:26.543 --> 01:03:28.680
for any rooms coded 100% organized research
1257
01:03:28.680 --> 01:03:30.690
'cause the feds will definitely dig into those
1258
01:03:30.690 --> 01:03:32.370
and really wanna try and pick that apart.
1259
01:03:32.370 --> 01:03:34.830
And so we really need to be able to defend
1260
01:03:34.830 --> 01:03:38.133
that no, it was truly 100% organized research.
1261
01:03:39.300 --> 01:03:42.843
And then space involving non-institutional agency.
1262
01:03:44.790 --> 01:03:47.040
Just hang on to it forever basically.
1263
01:03:47.040 --> 01:03:49.590
So any bond associate activity requires
1264
01:03:49.590 --> 01:03:52.590
that record attention be for the life of the bond
1265
01:03:52.590 --> 01:03:54.120
plus three years.
1266
01:03:54.120 --> 01:03:57.060
And the bonds are generally 30 years like a mortgage.
1267
01:03:57.060 --> 01:04:00.060
And then if we refinance a bond, we still have to keep that.
1268
01:04:00.060 --> 01:04:04.110
So if you have any of those spaces,
1269
01:04:04.110 --> 01:04:06.420
you might have already worked with Jenny Brittenham-Jones,
1270
01:04:06.420 --> 01:04:11.420
but just hang on to your documentation.
1271
01:04:11.580 --> 01:04:16.110
I alluded to before that we needed to have certain,
1272
01:04:16.110 --> 01:04:19.170
there's certain checks and balances in the system
1273
01:04:19.170 --> 01:04:22.560
to make sure we have the correct chartstrings
1274
01:04:22.560 --> 01:04:24.837
with the correct functional use codes.
1275
01:04:24.837 --> 01:04:25.670
And so the ones here,
1276
01:04:25.670 --> 01:04:28.320
this is kinda your cheat sheet of what the system
1277
01:04:28.320 --> 01:04:30.930
is gonna require you to do.
1278
01:04:30.930 --> 01:04:34.260
And so from organized research down.
1279
01:04:34.260 --> 01:04:35.340
This is a two-way check.
1280
01:04:35.340 --> 01:04:38.940
So if you have space functional code,
1281
01:04:38.940 --> 01:04:42.030
functional use code of 22, it's gonna require
1282
01:04:42.030 --> 01:04:44.190
that you have these chartstringing requirements.
1283
01:04:44.190 --> 01:04:47.160
So these four function codes and vice versa.
1284
01:04:47.160 --> 01:04:50.070
If you have in your chartstrings any
1285
01:04:50.070 --> 01:04:53.370
of these function codes, it's going to require
1286
01:04:53.370 --> 01:04:58.370
that you have the space include functional use code 22,
1287
01:04:59.520 --> 01:05:04.050
and it'll give you a waiting for approval
1288
01:05:04.050 --> 01:05:09.050
or an exception issue if you don't have both of those.
1289
01:05:09.150 --> 01:05:12.990
Again, program VCHIP is run by the program code
1290
01:05:12.990 --> 01:05:17.990
and auxiliary services for income expense is by fund.
1291
01:05:18.360 --> 01:05:19.983
The rest are by function code.
1292
01:05:21.210 --> 01:05:23.610
The caveat to what I just said of this
1293
01:05:23.610 --> 01:05:28.260
is that instruction department research is a one-way check.
1294
01:05:28.260 --> 01:05:30.180
So if you have these function codes,
1295
01:05:30.180 --> 01:05:34.050
it requires this space functional use code.
1296
01:05:34.050 --> 01:05:36.660
But if you have this space functional use code,
1297
01:05:36.660 --> 01:05:40.770
it can be saved without, like it's not gonna require you
1298
01:05:40.770 --> 01:05:41.790
to have these function codes
1299
01:05:41.790 --> 01:05:44.430
because there are some caveats to each of those.
1300
01:05:44.430 --> 01:05:47.610
For instance, departmental research,
1301
01:05:47.610 --> 01:05:51.270
any faculty on sabbatical,
1302
01:05:51.270 --> 01:05:55.200
if they're using their space during their sabbatical,
1303
01:05:55.200 --> 01:05:58.110
then you would allocate that to department research
1304
01:05:58.110 --> 01:06:00.150
is basically the department's funding that,
1305
01:06:00.150 --> 01:06:04.743
and that would have a chartstring function code of 905.
1306
01:06:05.670 --> 01:06:08.040
905, I forgot to mention earlier, does not map
1307
01:06:08.040 --> 01:06:13.040
to anything in Planon because it can be for multiple things.
1308
01:06:13.050 --> 01:06:15.483
Everything else and Planon should map.
1309
01:06:16.680 --> 01:06:19.860
But 905, like some of my salary goes to 905
1310
01:06:19.860 --> 01:06:24.860
for my work on gathering all the benefits costs.
1311
01:06:25.110 --> 01:06:28.590
Some people in HR have 905 as well.
1312
01:06:28.590 --> 01:06:32.640
And so that example would go to general administration.
1313
01:06:32.640 --> 01:06:35.790
The example I just gave earlier of somebody on sabbatical,
1314
01:06:35.790 --> 01:06:38.160
that would go to departmental research.
1315
01:06:38.160 --> 01:06:40.170
And then you also have when individuals
1316
01:06:40.170 --> 01:06:45.170
are on a leave of absence, like FMLA, paid leave of absence.
1317
01:06:45.930 --> 01:06:47.520
They would go to a 905.
1318
01:06:47.520 --> 01:06:50.400
And in that case you wouldn't want to include that
1319
01:06:50.400 --> 01:06:52.740
in any of your spaces if they're on a leave of absence
1320
01:06:52.740 --> 01:06:55.403
for a 905 because they're not doing anything in their space.
1321
01:06:55.403 --> 01:06:58.590
It's not funding anything that's happening in our spaces.
1322
01:06:58.590 --> 01:07:00.090
So that's another example
1323
01:07:00.090 --> 01:07:02.100
of a chartstring you'd want to remove
1324
01:07:02.100 --> 01:07:03.693
if that's what it was for.
1325
01:07:06.120 --> 01:07:07.890
There are some times
1326
01:07:07.890 --> 01:07:11.490
when you would have these function codes
1327
01:07:11.490 --> 01:07:13.200
or something just a PeopleSoft function code
1328
01:07:13.200 --> 01:07:14.670
that would map to something,
1329
01:07:14.670 --> 01:07:17.400
but you would have to do an override.
1330
01:07:17.400 --> 01:07:18.720
And these are some examples.
1331
01:07:18.720 --> 01:07:22.650
It's not an exhaustive list but like 53 for grounds
1332
01:07:22.650 --> 01:07:25.950
and police administration, 55 for museum, and so on.
1333
01:07:25.950 --> 01:07:29.760
So like I said earlier, the form is gonna default
1334
01:07:29.760 --> 01:07:31.680
to what you have used in the past
1335
01:07:31.680 --> 01:07:35.160
for the space functional use code.
1336
01:07:35.160 --> 01:07:38.640
And so even when you bring in your occupant
1337
01:07:38.640 --> 01:07:39.540
in the chartstrings,
1338
01:07:39.540 --> 01:07:41.390
it's gonna give you the suggested chartstringing,
1339
01:07:41.390 --> 01:07:44.340
or excuse me, the suggested space functional use code
1340
01:07:44.340 --> 01:07:45.900
based on the chartstring.
1341
01:07:45.900 --> 01:07:49.200
But take a look, if you're Fleming Museum,
1342
01:07:49.200 --> 01:07:52.350
and you have a space functional use code of museum,
1343
01:07:52.350 --> 01:07:53.190
you should keep that.
1344
01:07:53.190 --> 01:07:57.595
So it does require some thought to figure out
1345
01:07:57.595 --> 01:08:01.230
if it needs to be overridden, and if what is pulled in
1346
01:08:01.230 --> 01:08:03.960
from the prior fiscal year makes more sense.
1347
01:08:03.960 --> 01:08:07.680
The rest of the space functional use codes
1348
01:08:07.680 --> 01:08:12.680
on that sheet that I directed you to on our resource page
1349
01:08:13.170 --> 01:08:14.273
doesn't require a chartstring,
1350
01:08:14.273 --> 01:08:15.750
and can be saved without it.
1351
01:08:15.750 --> 01:08:17.880
So the example we just had before
1352
01:08:17.880 --> 01:08:20.160
of the lounge in Waterman,
1353
01:08:20.160 --> 01:08:21.810
there are no assigned occupants
1354
01:08:21.810 --> 01:08:25.053
and that would go to general administration,
1355
01:08:26.332 --> 01:08:30.466
and it that doesn't require a chartstringing,
1356
01:08:30.466 --> 01:08:32.940
and which is good 'cause there's no occupants in those.
1357
01:08:32.940 --> 01:08:35.700
Our classrooms, if your department has a classroom,
1358
01:08:35.700 --> 01:08:37.470
I think most of them are to the registrar's office,
1359
01:08:37.470 --> 01:08:41.430
but you might have one, you could just put unfunded students
1360
01:08:41.430 --> 01:08:43.590
as the occupants and then put it to instruction.
1361
01:08:43.590 --> 01:08:47.700
And that's example of where it wouldn't have chartstrings.
1362
01:08:47.700 --> 01:08:51.570
Anything with function code 99 requires
1363
01:08:51.570 --> 01:08:56.490
that you reassign it, the system's gonna give you a message
1364
01:08:56.490 --> 01:08:58.890
that you're out of compliance with that one.
1365
01:08:58.890 --> 01:09:02.340
And basically, that's any new spaces.
1366
01:09:02.340 --> 01:09:04.230
If you had a major renovation in your space
1367
01:09:04.230 --> 01:09:08.250
or a new building was constructed,
1368
01:09:08.250 --> 01:09:10.680
and you're assigned to a new space,
1369
01:09:10.680 --> 01:09:13.080
Mike and Joanna don't know what the functional use
1370
01:09:13.080 --> 01:09:14.400
of your space is.
1371
01:09:14.400 --> 01:09:16.800
So it build us default it to 99,
1372
01:09:16.800 --> 01:09:19.023
and you're required to make that change.
1373
01:09:20.820 --> 01:09:23.190
All right, I'm gonna start getting into some examples.
1374
01:09:23.190 --> 01:09:26.329
So hopefully this, any of you guys that have questions,
1375
01:09:26.329 --> 01:09:27.480
this is where we'll address those
1376
01:09:27.480 --> 01:09:30.960
of which occupants and what to do with them.
1377
01:09:30.960 --> 01:09:34.020
So the first one is an inactive area.
1378
01:09:34.020 --> 01:09:35.880
And in this case, the room was active
1379
01:09:35.880 --> 01:09:38.850
for five months of the year only,
1380
01:09:38.850 --> 01:09:41.700
and then four months was used for organized research
1381
01:09:41.700 --> 01:09:43.080
from one occupant,
1382
01:09:43.080 --> 01:09:46.380
and then one month was used for departmental research
1383
01:09:46.380 --> 01:09:48.600
for a different occupant.
1384
01:09:48.600 --> 01:09:51.480
And so you wanna focus on, in this case,
1385
01:09:51.480 --> 01:09:54.600
on how the space was used when it was used.
1386
01:09:54.600 --> 01:09:58.170
You don't actually account for any of the unused time.
1387
01:09:58.170 --> 01:10:00.240
You would just say, all right,
1388
01:10:00.240 --> 01:10:02.700
four out of the five months is 80%.
1389
01:10:02.700 --> 01:10:05.670
So this first occupant used it for 80%
1390
01:10:05.670 --> 01:10:07.278
of the department's use.
1391
01:10:07.278 --> 01:10:10.110
And we'd pull in her chartstrings.
1392
01:10:10.110 --> 01:10:12.360
It could be 10 chartstrings, it could be one,
1393
01:10:13.590 --> 01:10:16.650
and you would wanna, again,
1394
01:10:16.650 --> 01:10:18.810
especially if they heard different functional uses,
1395
01:10:18.810 --> 01:10:20.880
you wanna make sure your percentage breakdown
1396
01:10:20.880 --> 01:10:23.010
is appropriate based on their use.
1397
01:10:23.010 --> 01:10:26.370
But in this case, both were organized research
1398
01:10:26.370 --> 01:10:28.500
with function code 311.
1399
01:10:28.500 --> 01:10:31.890
And so this would all map to organized research.
1400
01:10:31.890 --> 01:10:34.470
The second occupant, excuse me,
1401
01:10:34.470 --> 01:10:36.420
was one month out of the five
1402
01:10:36.420 --> 01:10:39.000
or 20% of the department's use of that space
1403
01:10:39.000 --> 01:10:43.980
when it was used and all of their chartstrings mapped
1404
01:10:43.980 --> 01:10:48.570
to 291, which maps to departmental research.
1405
01:10:48.570 --> 01:10:50.670
And so this was an example
1406
01:10:50.670 --> 01:10:52.290
of how you would could set that up,
1407
01:10:52.290 --> 01:10:54.720
and this is what it would map to
1408
01:10:54.720 --> 01:10:57.363
for your functional use breakdown.
1409
01:11:01.770 --> 01:11:04.980
For this example, in another inactive area,
1410
01:11:04.980 --> 01:11:06.990
room is inactive for all 12 months.
1411
01:11:06.990 --> 01:11:10.860
And in this case, you would not include any occupants
1412
01:11:10.860 --> 01:11:12.540
because nobody was in there,
1413
01:11:12.540 --> 01:11:16.290
and you would select functional use code 81 for inactive.
1414
01:11:16.290 --> 01:11:19.410
The system will not let you use this function code
1415
01:11:19.410 --> 01:11:20.760
unless it's 100%.
1416
01:11:20.760 --> 01:11:25.230
So even if you try to do a space partially inactive
1417
01:11:25.230 --> 01:11:27.870
for a year, it's not gonna let you
1418
01:11:27.870 --> 01:11:29.310
because again we wanna functionalize it
1419
01:11:29.310 --> 01:11:31.380
based on how it was used when it was used
1420
01:11:31.380 --> 01:11:34.470
and only used inactive if it's never used
1421
01:11:34.470 --> 01:11:35.620
during the fiscal year.
1422
01:11:37.710 --> 01:11:39.570
For an administrative space,
1423
01:11:39.570 --> 01:11:41.880
and this includes an like telecommuting.
1424
01:11:41.880 --> 01:11:42.860
So we have an occupant.
1425
01:11:42.860 --> 01:11:45.430
In this example, that is a staff member
1426
01:11:45.430 --> 01:11:47.220
who's one activity in this space
1427
01:11:47.220 --> 01:11:50.640
is to provide departmental administrative support.
1428
01:11:50.640 --> 01:11:53.190
The occupant salary is funded by one chartstringing.
1429
01:11:53.190 --> 01:11:56.130
In this case, it's a 501.
1430
01:11:56.130 --> 01:11:57.757
And the occupant says,
1431
01:11:57.757 --> 01:12:00.120
"I only use my space two days a week
1432
01:12:00.120 --> 01:12:02.520
and telecommute three days a week."
1433
01:12:02.520 --> 01:12:06.510
So really just how is it being used when it's used?
1434
01:12:06.510 --> 01:12:08.040
And it's only used by this occupant
1435
01:12:08.040 --> 01:12:10.440
regardless of how many days this person uses it.
1436
01:12:10.440 --> 01:12:11.340
And so in this case,
1437
01:12:11.340 --> 01:12:15.030
it's still gonna be 100% department administration
1438
01:12:15.030 --> 01:12:17.557
based on this function code of 501.
1439
01:12:19.527 --> 01:12:22.830
And so Brit, you had an example, I think, of hoteling
1440
01:12:22.830 --> 01:12:25.935
where you had a few different occupants.
1441
01:12:25.935 --> 01:12:28.080
And so in that case, you would list each
1442
01:12:28.080 --> 01:12:33.080
of the occupants that used to the best of your abilities.
1443
01:12:33.330 --> 01:12:38.330
And if, so say some of them used it two days a week,
1444
01:12:38.610 --> 01:12:40.560
the other one used it too, and another one used it,
1445
01:12:40.560 --> 01:12:44.940
you'd kind of just wait the use of that space.
1446
01:12:44.940 --> 01:12:46.740
If you have a space
1447
01:12:46.740 --> 01:12:51.740
that isn't really strictly like three people,
1448
01:12:51.810 --> 01:12:55.250
and it's a constant rotation of individuals,
1449
01:12:55.250 --> 01:12:58.740
are they all using it kind of generally the same?
1450
01:12:58.740 --> 01:13:00.180
And in that, like Brit,
1451
01:13:00.180 --> 01:13:03.090
you might be general administration for years for instance.
1452
01:13:03.090 --> 01:13:05.550
So assessing what is appropriate.
1453
01:13:05.550 --> 01:13:08.130
And if you have specific questions later on,
1454
01:13:08.130 --> 01:13:10.890
we can get into those and definitely reach out to us
1455
01:13:10.890 --> 01:13:13.320
during the process with this.
1456
01:13:13.320 --> 01:13:15.960
We do need to do a lot to get through.
1457
01:13:15.960 --> 01:13:18.030
So I know there's probably a ton
1458
01:13:18.030 --> 01:13:19.770
of different hoteling situations,
1459
01:13:19.770 --> 01:13:22.500
and we can address those kind of one-on-one
1460
01:13:22.500 --> 01:13:24.250
'cause they're all gonna be unique.
1461
01:13:27.090 --> 01:13:29.490
For this example, I have an income expense
1462
01:13:29.490 --> 01:13:31.593
where the occupants,
1463
01:13:34.320 --> 01:13:35.540
we have one occupant in the room, sorry,
1464
01:13:35.540 --> 01:13:38.280
and this is a staff member whose one activity
1465
01:13:38.280 --> 01:13:40.770
is to provide income expense services.
1466
01:13:40.770 --> 01:13:42.900
However, this occupant is funded
1467
01:13:42.900 --> 01:13:44.610
by two different chartstrings.
1468
01:13:44.610 --> 01:13:47.010
And so when you click the Add All button,
1469
01:13:47.010 --> 01:13:50.280
add all chartstrings and two of them come up,
1470
01:13:50.280 --> 01:13:54.690
one is a fund value of 150 and the other one's a Fund 100
1471
01:13:54.690 --> 01:13:57.540
with a function of 201, which is instruction.
1472
01:13:57.540 --> 01:14:00.570
But in this case you had a conversation with this occupant,
1473
01:14:00.570 --> 01:14:03.240
and they're only doing the income expense activity
1474
01:14:03.240 --> 01:14:04.073
in this space.
1475
01:14:04.073 --> 01:14:05.400
And so this would be an example
1476
01:14:05.400 --> 01:14:08.250
where you would remove chargestring number two
1477
01:14:08.250 --> 01:14:09.985
because that didn't fund activity
1478
01:14:09.985 --> 01:14:11.820
for what they were doing in this space.
1479
01:14:11.820 --> 01:14:14.130
And just leave structuring number one
1480
01:14:14.130 --> 01:14:17.310
for the income expense activity, and that would align
1481
01:14:17.310 --> 01:14:20.820
with the space functional use code 60
1482
01:14:20.820 --> 01:14:24.083
for auxiliary services for 100%.
1483
01:14:27.450 --> 01:14:30.300
We have a non-institutional agency example.
1484
01:14:30.300 --> 01:14:34.950
So in this case we have a non-UVM paid visiting professor
1485
01:14:34.950 --> 01:14:37.050
who uses a research lab
1486
01:14:37.050 --> 01:14:39.360
to collaborate with the UVM researcher
1487
01:14:39.360 --> 01:14:41.220
during the fiscal year.
1488
01:14:41.220 --> 01:14:46.220
And the two occupants share the research lab space equally.
1489
01:14:46.740 --> 01:14:51.740
And in this case, the UVM occupant
1490
01:14:52.530 --> 01:14:55.440
was doing organized research.
1491
01:14:55.440 --> 01:14:58.860
And so we would put that as 22 organized research
1492
01:14:58.860 --> 01:15:02.280
for 50% 'cause that's 50% of how the space was used
1493
01:15:02.280 --> 01:15:06.718
by that, or total because the occupant used it 50%.
1494
01:15:06.718 --> 01:15:09.510
But the non-visiting, excuse me,
1495
01:15:09.510 --> 01:15:11.550
the non-paid visiting professor,
1496
01:15:11.550 --> 01:15:16.550
we would put in as a non-institutional agency space code,
1497
01:15:16.830 --> 01:15:21.180
function code 72, and we'd wanna retain those records.
1498
01:15:21.180 --> 01:15:22.620
This is an example of how it would look.
1499
01:15:22.620 --> 01:15:26.580
So you'd name your occupant here, 50-50 split.
1500
01:15:26.580 --> 01:15:29.790
It's affiliated, organized employees,
1501
01:15:29.790 --> 01:15:32.700
how it appears in the system.
1502
01:15:32.700 --> 01:15:36.630
The UVM individual was a PI in this case,
1503
01:15:36.630 --> 01:15:39.690
had it to both the, assign it to the department
1504
01:15:39.690 --> 01:15:41.010
that owns that space.
1505
01:15:41.010 --> 01:15:44.280
And you have the chartstring or multiple chartstrings
1506
01:15:44.280 --> 01:15:47.490
if needed for the UVM occupant.
1507
01:15:47.490 --> 01:15:50.070
And that'll map up to this here,
1508
01:15:50.070 --> 01:15:52.290
but then you need to manually select
1509
01:15:52.290 --> 01:15:56.853
the 72 non-institutional agency in this example.
1510
01:16:00.780 --> 01:16:02.850
All right, so getting into our research labs.
1511
01:16:02.850 --> 01:16:07.200
So we have a lab with two occupants,
1512
01:16:07.200 --> 01:16:10.980
and the first occupant works in the lab for 40 hours a week,
1513
01:16:10.980 --> 01:16:12.030
and that's a 1.0 FTE.
1514
01:16:13.403 --> 01:16:15.660
And they work on organized research.
1515
01:16:15.660 --> 01:16:17.340
And then you have a second occupant
1516
01:16:17.340 --> 01:16:19.620
who only works 20 hours per week,
1517
01:16:19.620 --> 01:16:22.653
and that person is considered, is a 0.5 FTE,
1518
01:16:24.210 --> 01:16:27.260
and that one's paid from departmental research.
1519
01:16:27.260 --> 01:16:28.570
And so the way the methodology you can use for this
1520
01:16:28.570 --> 01:16:31.410
is, all right, how many hours collectively
1521
01:16:31.410 --> 01:16:33.690
did these occupants use, this space for?
1522
01:16:33.690 --> 01:16:35.430
And so that would be 60.
1523
01:16:35.430 --> 01:16:37.350
And so the first occupant used it for 40
1524
01:16:37.350 --> 01:16:41.250
out of the total 60 usage hours or 67%
1525
01:16:41.250 --> 01:16:42.780
for organized research.
1526
01:16:42.780 --> 01:16:45.060
And so your space would align with that.
1527
01:16:45.060 --> 01:16:50.060
So you'd assess 67% organized research with space code 22.
1528
01:16:50.340 --> 01:16:52.650
The second occupant used it for 20 hours
1529
01:16:52.650 --> 01:16:57.270
out of the 60 or 33% of the space usage
1530
01:16:57.270 --> 01:16:59.100
on departmental research.
1531
01:16:59.100 --> 01:17:03.780
And again, your space breakdown would be 33%
1532
01:17:03.780 --> 01:17:07.687
for department research under space code 22, excuse me, 11.
1533
01:17:09.228 --> 01:17:10.103
I was looking above.
1534
01:17:11.850 --> 01:17:16.050
For this lab example, you have four occupants in the lab,
1535
01:17:16.050 --> 01:17:18.840
and one is the PI, you have a lab tech,
1536
01:17:18.840 --> 01:17:21.573
and you have two grad students who occupy the lab.
1537
01:17:22.935 --> 01:17:24.690
An extreme example,
1538
01:17:24.690 --> 01:17:29.690
this one uses the 100% funded activity
1539
01:17:29.730 --> 01:17:32.490
in the room was paid by organized research.
1540
01:17:32.490 --> 01:17:35.370
However you are aware of or you were informed
1541
01:17:35.370 --> 01:17:39.570
that the grad students actually use the lab
1542
01:17:39.570 --> 01:17:40.590
for some study time.
1543
01:17:40.590 --> 01:17:42.600
So you know, they may run experiments
1544
01:17:42.600 --> 01:17:45.720
and have to have some wait time while they're running,
1545
01:17:45.720 --> 01:17:48.240
and they're gonna utilize that time
1546
01:17:48.240 --> 01:17:49.950
to do some studying while they're there.
1547
01:17:49.950 --> 01:17:52.923
And so we need to make sure we're accounting for that.
1548
01:17:54.000 --> 01:17:55.020
So you'd wanna get a sense
1549
01:17:55.020 --> 01:17:57.000
of how much of their time in there
1550
01:17:57.000 --> 01:17:58.710
was really studying time.
1551
01:17:58.710 --> 01:18:02.250
And you'd wanna put that in as instruction time.
1552
01:18:02.250 --> 01:18:05.130
And if you want to allow the system
1553
01:18:05.130 --> 01:18:10.130
to systematically calculate that for you,
1554
01:18:10.320 --> 01:18:13.050
this would be an example of for those grad students,
1555
01:18:13.050 --> 01:18:15.990
you could put in a manual chartstring
1556
01:18:15.990 --> 01:18:19.830
with a 201 placeholder for instruction time.
1557
01:18:19.830 --> 01:18:24.180
And so it would wait the occupants breakdown
1558
01:18:24.180 --> 01:18:26.790
of percentage with their chartstring percentage
1559
01:18:26.790 --> 01:18:28.620
and include an appropriate amount
1560
01:18:28.620 --> 01:18:30.063
of instruction in there.
1561
01:18:31.920 --> 01:18:34.020
And reach out to me when you're doing something like that
1562
01:18:34.020 --> 01:18:35.570
if you want an example of that.
1563
01:18:39.720 --> 01:18:42.753
And then we have a lab service room.
1564
01:18:43.830 --> 01:18:45.993
So in this example,
1565
01:18:46.920 --> 01:18:49.923
so we wanna really, the functional classic,
1566
01:18:51.000 --> 01:18:52.343
I'm gonna take a sip of water.
1567
01:18:55.170 --> 01:18:57.690
Sorry, so the functional classification
1568
01:18:57.690 --> 01:18:59.730
of the lab service rooms really need
1569
01:18:59.730 --> 01:19:02.433
to follow the lab groups that it serves.
1570
01:19:03.720 --> 01:19:06.630
So when multiple lab groups are served,
1571
01:19:06.630 --> 01:19:08.460
classify lab service space
1572
01:19:08.460 --> 01:19:12.120
by the collective assignable square footage
1573
01:19:12.120 --> 01:19:13.290
of the labs it serves.
1574
01:19:13.290 --> 01:19:15.363
So for a simplified example,
1575
01:19:16.950 --> 01:19:20.880
the first lab we'll say was 100% departmental research
1576
01:19:20.880 --> 01:19:22.920
and 300 square feet.
1577
01:19:22.920 --> 01:19:27.300
The second lab group is 100% organized research
1578
01:19:27.300 --> 01:19:29.490
and that one was 200 square feet.
1579
01:19:29.490 --> 01:19:31.920
So kind of similar to the hours that we did
1580
01:19:31.920 --> 01:19:35.397
when you had multiple occupants with different FTEs,
1581
01:19:35.397 --> 01:19:37.620
you have different size labs being served
1582
01:19:37.620 --> 01:19:41.160
by this lab service room such as like a cold room,
1583
01:19:41.160 --> 01:19:42.960
for instance, or an instrument room.
1584
01:19:44.130 --> 01:19:46.620
You would determine, you know, what's the square footage
1585
01:19:46.620 --> 01:19:47.460
of these labs.
1586
01:19:47.460 --> 01:19:50.040
Collectively, it's 300 square feet.
1587
01:19:50.040 --> 01:19:52.930
And so lab group one is 1/3
1588
01:19:54.210 --> 01:19:56.550
of the total assignable square footage
1589
01:19:56.550 --> 01:19:59.130
that's being served or 33%.
1590
01:19:59.130 --> 01:20:03.120
And that lab was departmental research.
1591
01:20:03.120 --> 01:20:06.540
The second lab was 200 out of the 300 square feet
1592
01:20:06.540 --> 01:20:08.790
that was served or serviced.
1593
01:20:08.790 --> 01:20:12.300
And that is 2/3 or 67%.
1594
01:20:12.300 --> 01:20:14.310
And that one used it for organized research.
1595
01:20:14.310 --> 01:20:16.380
And so you would have that breakdown
1596
01:20:16.380 --> 01:20:18.270
for your lab service room.
1597
01:20:18.270 --> 01:20:20.010
But again you do need chartstrings,
1598
01:20:20.010 --> 01:20:22.080
otherwise you're gonna get into these exceptions.
1599
01:20:22.080 --> 01:20:25.053
And so I have a suggestion for that here.
1600
01:20:27.570 --> 01:20:30.540
I can do this after the presentation too
1601
01:20:30.540 --> 01:20:32.130
'cause we still have a lot to get through,
1602
01:20:32.130 --> 01:20:34.620
but I just wanted to explain it quickly
1603
01:20:34.620 --> 01:20:36.585
in case anyone can't stay after.
1604
01:20:36.585 --> 01:20:39.690
So really, you wanna complete your lab groups first
1605
01:20:39.690 --> 01:20:43.610
to determine the functional breakdown of the lab groups.
1606
01:20:43.610 --> 01:20:46.950
So like the 100%, 100% in this case.
1607
01:20:46.950 --> 01:20:48.030
We know chances
1608
01:20:48.030 --> 01:20:51.743
are there's gonna be multiple functional uses per lab,
1609
01:20:54.180 --> 01:20:56.940
but you wanna do those first,
1610
01:20:56.940 --> 01:20:59.760
and then determine the assignable breakdown per lab.
1611
01:20:59.760 --> 01:21:04.110
So let's just say Dr. Smith was lab group one.
1612
01:21:04.110 --> 01:21:07.080
So you could enter in Dr. Smith as an occupant
1613
01:21:07.080 --> 01:21:11.100
at 33% of the lab services use.
1614
01:21:11.100 --> 01:21:12.510
And then put in chartstrings
1615
01:21:12.510 --> 01:21:15.600
that represent what the functional breakdown
1616
01:21:15.600 --> 01:21:17.010
of his lab were.
1617
01:21:17.010 --> 01:21:19.325
And so you could just do manual chartstrings.
1618
01:21:19.325 --> 01:21:22.635
In this case, you would do one chartstring,
1619
01:21:22.635 --> 01:21:25.500
manual chartstring that represents a departmental research
1620
01:21:25.500 --> 01:21:28.410
for that occupant, or really that occupant
1621
01:21:28.410 --> 01:21:31.053
is representative of his lab group.
1622
01:21:32.400 --> 01:21:35.103
And then the second occupant,
1623
01:21:36.360 --> 01:21:38.010
I think I said Dr. Smith was the first one.
1624
01:21:38.010 --> 01:21:41.130
So Dr. Jones is the second lab group.
1625
01:21:41.130 --> 01:21:45.210
You'd put Dr. Jones in as an occupant at 67%
1626
01:21:45.210 --> 01:21:46.980
and put in manual chartstrings
1627
01:21:46.980 --> 01:21:50.040
to represent what his lab group's breakdown was.
1628
01:21:50.040 --> 01:21:52.110
In this case would be a manual chartstringing
1629
01:21:52.110 --> 01:21:53.640
to represent organized research,
1630
01:21:53.640 --> 01:21:55.920
and then the system will calculate
1631
01:21:55.920 --> 01:21:57.690
your functional breakdown for that.
1632
01:21:57.690 --> 01:21:59.790
You do need to put in analysis
1633
01:21:59.790 --> 01:22:03.300
and your summary, analysis summary in the comment box
1634
01:22:03.300 --> 01:22:05.310
of the lab service room.
1635
01:22:05.310 --> 01:22:07.740
So in that data panel
1636
01:22:07.740 --> 01:22:09.330
that Mike was showing in the beginning,
1637
01:22:09.330 --> 01:22:11.430
there's comment fields in there
1638
01:22:11.430 --> 01:22:13.730
that you can put your comments and save there.
1639
01:22:15.120 --> 01:22:16.713
I'll show that a little later.
1640
01:22:18.180 --> 01:22:19.590
I think we're getting to towards the end
1641
01:22:19.590 --> 01:22:20.790
of these peoples though.
1642
01:22:21.690 --> 01:22:25.200
And then I'll get into how the system does this.
1643
01:22:25.200 --> 01:22:27.510
So in this case, I really wanted
1644
01:22:27.510 --> 01:22:31.200
to get into an example where you had a dual appointment.
1645
01:22:31.200 --> 01:22:36.090
And so in this case, you had a chair
1646
01:22:36.090 --> 01:22:39.990
who was 0.2 FTE as a professor position
1647
01:22:39.990 --> 01:22:42.660
with the 50-50 breakdown between organized research
1648
01:22:42.660 --> 01:22:44.430
and departmental research.
1649
01:22:44.430 --> 01:22:46.830
And then their second position is a 0.8
1650
01:22:46.830 --> 01:22:48.630
for the department chair,
1651
01:22:48.630 --> 01:22:52.530
which that position is 100% department administration.
1652
01:22:52.530 --> 01:22:53.550
And so you wouldn't want
1653
01:22:53.550 --> 01:22:58.080
to put 100% department administration for this individual
1654
01:22:58.080 --> 01:22:59.700
because they have, it's a dual appointment.
1655
01:22:59.700 --> 01:23:02.040
They have more functional uses
1656
01:23:02.040 --> 01:23:04.290
that are going on in their office.
1657
01:23:04.290 --> 01:23:05.918
Again, you'd confirm it with them,
1658
01:23:05.918 --> 01:23:09.990
but you would wanna really do a breakdown.
1659
01:23:09.990 --> 01:23:13.380
So in this case, we're talking about a 12-month employee
1660
01:23:13.380 --> 01:23:15.843
and they're using it for 12 months.
1661
01:23:17.070 --> 01:23:21.660
And so you'd wait the 0.2 FTE
1662
01:23:21.660 --> 01:23:25.140
times the 50% breakdown
1663
01:23:25.140 --> 01:23:27.570
for that professor position.
1664
01:23:27.570 --> 01:23:30.000
So the 0.2 times the 50%
1665
01:23:30.000 --> 01:23:33.450
is really 10% of his use for organized research.
1666
01:23:33.450 --> 01:23:37.020
And again, 10% would go to the department administration.
1667
01:23:37.020 --> 01:23:41.670
And then the 0.8 FTE was 100% to department administration,
1668
01:23:41.670 --> 01:23:45.660
which really represents 80% of their use.
1669
01:23:45.660 --> 01:23:50.040
So this is really how you'd do the weighted average
1670
01:23:50.040 --> 01:23:54.900
to get your 100% breakdown for their use of that space.
1671
01:23:54.900 --> 01:23:56.520
And this is an example of how it would look.
1672
01:23:56.520 --> 01:24:00.690
You'd put in your occupant their percentage of space
1673
01:24:00.690 --> 01:24:03.277
and then you'd put in the chartstrings,
1674
01:24:04.140 --> 01:24:06.330
I just did three, so I could put it on one screen,
1675
01:24:06.330 --> 01:24:08.193
but chances are they might have more,
1676
01:24:09.030 --> 01:24:11.820
but the final breakdown and weighting
1677
01:24:11.820 --> 01:24:14.430
of their percentages per chartstringing
1678
01:24:14.430 --> 01:24:16.170
and then the system would carry
1679
01:24:16.170 --> 01:24:18.303
that through to the functional uses.
1680
01:24:21.750 --> 01:24:24.150
Okay, so I'm gonna get into doing a demo
1681
01:24:24.150 --> 01:24:26.910
of actually how the system does the functional use for you,
1682
01:24:26.910 --> 01:24:30.210
but just as to make sure I cover everything.
1683
01:24:30.210 --> 01:24:34.560
So the system does require that you add one at a time.
1684
01:24:34.560 --> 01:24:37.350
So it's not gonna just populate that field, unfortunately.
1685
01:24:37.350 --> 01:24:38.310
It would be much nicer if we could,
1686
01:24:38.310 --> 01:24:42.300
but it's still much more user friendly
1687
01:24:42.300 --> 01:24:43.230
than it was in the past
1688
01:24:43.230 --> 01:24:45.930
to be able to give you the suggested use
1689
01:24:45.930 --> 01:24:47.343
and do the calculation.
1690
01:24:49.050 --> 01:24:51.570
Again, the system will automatically count the percentages
1691
01:24:51.570 --> 01:24:56.570
based on the occupant percentage in the space per department
1692
01:24:56.820 --> 01:24:59.400
and the percentage of the chartstrings.
1693
01:24:59.400 --> 01:25:04.400
So again, if you end up using the assign evenly
1694
01:25:04.470 --> 01:25:09.470
for those fields, your departmental space
1695
01:25:09.660 --> 01:25:13.590
is going to be off, and we're gonna find that during our QA,
1696
01:25:13.590 --> 01:25:16.350
and we're gonna have to sit with you guys and go over them,
1697
01:25:16.350 --> 01:25:18.240
go over your spaces and have you redo it.
1698
01:25:18.240 --> 01:25:20.820
And we know this isn't a fun activity,
1699
01:25:20.820 --> 01:25:22.980
so I just really caution you doing that
1700
01:25:22.980 --> 01:25:24.960
'cause we don't wanna have to make you guys do that
1701
01:25:24.960 --> 01:25:26.708
a second time.
1702
01:25:26.708 --> 01:25:29.393
So trying to be as specific as possible
1703
01:25:29.393 --> 01:25:30.840
or as accurate as possible,
1704
01:25:30.840 --> 01:25:33.093
again, knowing it's not an exact science.
1705
01:25:35.850 --> 01:25:38.790
You can make manual changes to both the function code
1706
01:25:38.790 --> 01:25:40.650
and the percentage.
1707
01:25:40.650 --> 01:25:44.310
And then so say you have all your percentages up at the top
1708
01:25:44.310 --> 01:25:45.643
in your functional usage, but then you realize,
1709
01:25:45.643 --> 01:25:47.790
all right, I needed to add an occupant,
1710
01:25:47.790 --> 01:25:51.125
or I needed to change the chartstrings.
1711
01:25:51.125 --> 01:25:54.960
The functional use section will not add
1712
01:25:54.960 --> 01:25:57.360
or delete old functional use codes
1713
01:25:57.360 --> 01:25:59.043
or new functional use codes.
1714
01:26:00.720 --> 01:26:05.430
So if that happens, it's not gonna add up to 100%,
1715
01:26:05.430 --> 01:26:06.900
so you'll get alerted anyways.
1716
01:26:06.900 --> 01:26:08.640
But I just wanted to make that clear
1717
01:26:08.640 --> 01:26:11.640
that it's not as dynamic as that.
1718
01:26:11.640 --> 01:26:14.490
And you wouldn't wanna use this update all functional use
1719
01:26:14.490 --> 01:26:18.150
percentage button if you have any manual changes,
1720
01:26:18.150 --> 01:26:20.103
and it'll make more sense in a minute.
1721
01:26:22.470 --> 01:26:25.867
So I'm guessing, got timed out, so.
1722
01:26:28.220 --> 01:26:33.220
So this was one of the ones we did earlier,
1723
01:26:35.008 --> 01:26:38.880
yeah, this morning, where we had the occupant,
1724
01:26:38.880 --> 01:26:42.420
and we added Mindy and we added the chartstrings here.
1725
01:26:42.420 --> 01:26:45.510
And so just a sneak peek.
1726
01:26:45.510 --> 01:26:50.510
if I would've gone to try and transition this.
1727
01:26:51.300 --> 01:26:52.950
There's no space transition
1728
01:26:52.950 --> 01:26:55.260
because we're now in and waiting for approval.
1729
01:26:55.260 --> 01:26:56.820
But once you save a space,
1730
01:26:56.820 --> 01:26:59.550
you really need to come in here and do refresh list
1731
01:26:59.550 --> 01:27:01.250
'cause that's basically validating
1732
01:27:02.430 --> 01:27:05.517
what is in the say survey form after you save it.
1733
01:27:05.517 --> 01:27:08.880
And so you'll see it change this icon here.
1734
01:27:08.880 --> 01:27:10.410
We will get into this a little bit more later.
1735
01:27:10.410 --> 01:27:13.650
But basically the reason for needing to do this refresh
1736
01:27:13.650 --> 01:27:17.370
after the fact is because when you press this survey form,
1737
01:27:17.370 --> 01:27:18.960
it's opening up a new window.
1738
01:27:18.960 --> 01:27:21.723
It's not refreshing what's behind that.
1739
01:27:23.190 --> 01:27:24.480
So I can actually double click that
1740
01:27:24.480 --> 01:27:27.630
and move this the form around.
1741
01:27:27.630 --> 01:27:30.033
And so you'll see like it's a new window.
1742
01:27:32.400 --> 01:27:35.550
But based on what we selected earlier,
1743
01:27:35.550 --> 01:27:37.740
this was what was here when we first started,
1744
01:27:37.740 --> 01:27:41.520
and I can do update all function use percentages,
1745
01:27:41.520 --> 01:27:43.140
and it says, "Are you sure?"
1746
01:27:43.140 --> 01:27:47.040
Yes, but it's still not correct.
1747
01:27:47.040 --> 01:27:49.590
It updated the organized research,
1748
01:27:49.590 --> 01:27:53.313
but there's actually no departmental research in here.
1749
01:27:54.361 --> 01:27:56.460
But that was here from before.
1750
01:27:56.460 --> 01:27:59.517
So what I suggest is once you have your occupants
1751
01:27:59.517 --> 01:28:01.920
and your chartstrings, I would clear this out
1752
01:28:01.920 --> 01:28:03.150
and kinda just start fresh.
1753
01:28:03.150 --> 01:28:06.960
And then you hit the add function use button
1754
01:28:06.960 --> 01:28:09.030
and do your select from list,
1755
01:28:09.030 --> 01:28:11.880
and it's gonna default to show only occupied,
1756
01:28:11.880 --> 01:28:15.300
which means it's gonna give you what is suggested
1757
01:28:15.300 --> 01:28:18.180
based on the occupants and their chartstrings.
1758
01:28:18.180 --> 01:28:21.840
And then so you would need to click one at a time,
1759
01:28:21.840 --> 01:28:22.740
and it's gonna add it,
1760
01:28:22.740 --> 01:28:25.440
and it's gonna add the calculated amount here.
1761
01:28:25.440 --> 01:28:27.450
I'm gonna add another one.
1762
01:28:27.450 --> 01:28:29.730
And so like I said, you have to do one at a time,
1763
01:28:29.730 --> 01:28:32.070
until you get them all in there.
1764
01:28:32.070 --> 01:28:35.400
And Mindy here was 80% in this case.
1765
01:28:35.400 --> 01:28:39.663
It's driven by the program code, and it's for VCHIP.
1766
01:28:40.710 --> 01:28:44.910
And then we'll add my third one for public service,
1767
01:28:44.910 --> 01:28:49.910
and now we add up to, so 1595, 100%.
1768
01:28:50.190 --> 01:28:54.270
It might, because it's a calculation, be 99.999
1769
01:28:54.270 --> 01:28:58.440
or 100.00001, and it's gonna prevent you from saving.
1770
01:28:58.440 --> 01:28:59.670
And that's immaterial, that point.
1771
01:28:59.670 --> 01:29:03.977
Just pick one to adjust that thousandth of a percentage
1772
01:29:03.977 --> 01:29:07.740
to get to your 100%.
1773
01:29:07.740 --> 01:29:11.138
But say you needed to make a manual adjustment
1774
01:29:11.138 --> 01:29:15.873
or manual change, you do have the option to do show all.
1775
01:29:17.070 --> 01:29:22.070
And this will have all of your functional uses.
1776
01:29:22.590 --> 01:29:24.330
And so there's two pages here.
1777
01:29:24.330 --> 01:29:25.743
So just be aware of that.
1778
01:29:28.560 --> 01:29:32.730
And so say we changed,
1779
01:29:32.730 --> 01:29:37.530
oh, Mindy actually was 75%,
1780
01:29:37.530 --> 01:29:39.690
and Heidi was 25%.
1781
01:29:39.690 --> 01:29:43.200
This is an example where you'd wanna refresh
1782
01:29:43.200 --> 01:29:47.850
your functional use percentages
1783
01:29:47.850 --> 01:29:51.840
because now that's going to impact how the space was used
1784
01:29:51.840 --> 01:29:53.704
if your occupant percentages change
1785
01:29:53.704 --> 01:29:57.420
or if you end up having to change any of these.
1786
01:29:57.420 --> 01:29:58.590
It's gonna change
1787
01:29:58.590 --> 01:30:03.000
how the department's use breakdown calculates.
1788
01:30:03.000 --> 01:30:03.930
And so you'd click that.
1789
01:30:03.930 --> 01:30:06.600
Are you sure you want to do that? Yes or okay.
1790
01:30:06.600 --> 01:30:09.210
And now you'll see VCHIP is now 75%
1791
01:30:09.210 --> 01:30:14.210
because she's 100% VCHIP, but it's 75% use of the space.
1792
01:30:14.970 --> 01:30:17.370
So that's how that would be used.
1793
01:30:17.370 --> 01:30:19.323
Now I'm gonna do save and update,
1794
01:30:20.550 --> 01:30:24.483
and I'm gonna do refresh again.
1795
01:30:25.500 --> 01:30:30.500
And now my icon is back to the green arrow of in progress.
1796
01:30:30.930 --> 01:30:35.403
And so I now have the option to complete that space again.
1797
01:30:37.560 --> 01:30:42.560
However, I'm gonna give you guys an example of what happens.
1798
01:30:43.560 --> 01:30:45.610
So say we were back in here
1799
01:30:46.911 --> 01:30:49.980
at what we had it in before.
1800
01:30:49.980 --> 01:30:52.863
So it had, what was it, departmental research?
1801
01:30:54.975 --> 01:30:56.383
And let's just do 20 and 80.
1802
01:31:01.470 --> 01:31:03.020
And so now I'm gonna save that,
1803
01:31:03.930 --> 01:31:07.083
and I'm gonna do refresh list again.
1804
01:31:10.020 --> 01:31:11.550
And so now the icon is back
1805
01:31:11.550 --> 01:31:15.120
to this little yellow diamond up here.
1806
01:31:15.120 --> 01:31:18.570
It has the diamond and it says waiting on approval.
1807
01:31:18.570 --> 01:31:21.300
If you come down here, space exception status,
1808
01:31:21.300 --> 01:31:23.160
there's two issues here.
1809
01:31:23.160 --> 01:31:24.540
It's saying there's a mismatch
1810
01:31:24.540 --> 01:31:27.810
with space function code 24 for VCHIP
1811
01:31:27.810 --> 01:31:30.600
and chartstring program code 0601.
1812
01:31:32.250 --> 01:31:33.750
So you'd need to go investigate,
1813
01:31:33.750 --> 01:31:36.840
do I have this chartstring
1814
01:31:36.840 --> 01:31:41.010
but no VCHIP space functional use code or vice versa?
1815
01:31:41.010 --> 01:31:44.790
And then mismatch with space functional use code three
1816
01:31:44.790 --> 01:31:47.530
for public service and chartstringing functions
1817
01:31:49.380 --> 01:31:50.213
of these four.
1818
01:31:50.213 --> 01:31:52.410
And so again, do I have these chartstrings
1819
01:31:52.410 --> 01:31:56.670
without the space functional use code or vice versa?
1820
01:31:56.670 --> 01:31:58.110
And so this is now in realtime.
1821
01:31:58.110 --> 01:32:01.020
So any of you have who were doing this in Famous
1822
01:32:01.020 --> 01:32:03.180
in the past, you know you had to wait the next day
1823
01:32:03.180 --> 01:32:05.160
in order for the data to be manually loaded,
1824
01:32:05.160 --> 01:32:06.840
and then you'd have to run a report.
1825
01:32:06.840 --> 01:32:10.554
It gives it to you right here and in realtime.
1826
01:32:10.554 --> 01:32:13.650
But it's not gonna give it to you
1827
01:32:13.650 --> 01:32:16.920
until you refresh this list.
1828
01:32:16.920 --> 01:32:20.490
And so I don't think we've shown this warning yet,
1829
01:32:20.490 --> 01:32:25.490
so if I just wanna make a change
1830
01:32:27.060 --> 01:32:27.930
and then save it.
1831
01:32:27.930 --> 01:32:30.510
So if I go to try and complete this,
1832
01:32:30.510 --> 01:32:33.060
it's gonna give me that I can't complete it
1833
01:32:33.060 --> 01:32:37.230
'cause I need to refresh this list.
1834
01:32:37.230 --> 01:32:40.410
It basically, it needs to validate that space change
1835
01:32:40.410 --> 01:32:41.700
and now I can complete that
1836
01:32:41.700 --> 01:32:44.070
'cause it doesn't have any space violations.
1837
01:32:44.070 --> 01:32:47.430
But the one we've been working in now has this violation,
1838
01:32:47.430 --> 01:32:50.400
I can't complete it until this is resolved.
1839
01:32:50.400 --> 01:32:52.980
So once you do that,
1840
01:32:52.980 --> 01:32:57.980
it's actually going to send a email
1841
01:33:00.150 --> 01:33:02.760
to you if it's left in this status.
1842
01:33:02.760 --> 01:33:04.833
This is an example of what the stat the email would be,
1843
01:33:04.833 --> 01:33:07.650
this is survey item waiting for approval.
1844
01:33:07.650 --> 01:33:11.370
It'll also send it to me and Lindsey.
1845
01:33:11.370 --> 01:33:15.000
And because of the fact that you're getting alerted to this
1846
01:33:15.000 --> 01:33:17.970
and you can go in and make that change,
1847
01:33:17.970 --> 01:33:20.700
we're not gonna be looking at these as every email comes in.
1848
01:33:20.700 --> 01:33:23.550
We're gonna give you guys the opportunity to do the review,
1849
01:33:23.550 --> 01:33:27.840
maybe you need to go and find out what needs to be changed,
1850
01:33:27.840 --> 01:33:29.220
get more information.
1851
01:33:29.220 --> 01:33:30.720
So it's maybe like once a week
1852
01:33:30.720 --> 01:33:33.180
or probably do it a little early,
1853
01:33:33.180 --> 01:33:34.560
like a little more frequent
1854
01:33:34.560 --> 01:33:36.862
when we first started just to reach out
1855
01:33:36.862 --> 01:33:37.695
and make sure, especially we have a lot of new people
1856
01:33:37.695 --> 01:33:39.333
since we didn't do a survey last year
1857
01:33:39.333 --> 01:33:41.224
that this is new to a lot of people.
1858
01:33:41.224 --> 01:33:43.167
So when I reach out to you to say,
1859
01:33:43.167 --> 01:33:44.717
all right, this is denied,
1860
01:33:44.717 --> 01:33:47.233
don't be flustered or anything like it, it's okay.
1861
01:33:47.233 --> 01:33:49.383
I just wanna make sure you know what to do.
1862
01:33:50.610 --> 01:33:54.360
But I think if you fix it right away,
1863
01:33:54.360 --> 01:33:56.820
you won't get the email 'cause the email,
1864
01:33:56.820 --> 01:33:58.680
the system checks every five minutes to see
1865
01:33:58.680 --> 01:34:00.870
if there is something that needs to be sent out.
1866
01:34:00.870 --> 01:34:02.190
So you're not gonna get it instantly.
1867
01:34:02.190 --> 01:34:05.190
It could be up to five minutes later that you get the email.
1868
01:34:06.180 --> 01:34:08.400
Again, this is your cheat sheet
1869
01:34:08.400 --> 01:34:13.400
of which ones need to have a corresponding chartstring value
1870
01:34:14.430 --> 01:34:15.630
and a function code.
1871
01:34:15.630 --> 01:34:19.110
And so anything other than these function codes right here,
1872
01:34:19.110 --> 01:34:20.640
you're not gonna get that violation
1873
01:34:20.640 --> 01:34:22.380
and you're not gonna get an email.
1874
01:34:22.380 --> 01:34:24.420
So it's really, these are the, your kind of cheat sheet
1875
01:34:24.420 --> 01:34:26.610
of which ones are gonna cause a violation
1876
01:34:26.610 --> 01:34:28.053
if they don't have a match.
1877
01:34:31.740 --> 01:34:33.573
Actually, I can leave this up, so.
1878
01:34:37.140 --> 01:34:42.140
So once I do a review of this space,
1879
01:34:43.980 --> 01:34:45.930
I'm actually gonna look for a comment from you.
1880
01:34:45.930 --> 01:34:50.340
If there's a comment here that you have saved,
1881
01:34:50.340 --> 01:34:53.850
then for something for me to consider
1882
01:34:53.850 --> 01:34:56.760
of proving that exception, I'll review that.
1883
01:34:56.760 --> 01:34:57.593
If there's nothing there,
1884
01:34:57.593 --> 01:34:59.640
I'm just gonna see what the issue is
1885
01:34:59.640 --> 01:35:01.380
and reach out and tell you most likely,
1886
01:35:01.380 --> 01:35:03.120
all right, well this is denied.
1887
01:35:03.120 --> 01:35:04.950
I have to put it in this space.
1888
01:35:04.950 --> 01:35:07.230
We're hoping to get something a little more robust
1889
01:35:07.230 --> 01:35:08.670
in terms of approval process,
1890
01:35:08.670 --> 01:35:10.560
but this is what we have to work with right now.
1891
01:35:10.560 --> 01:35:13.260
So I'll put a message here that was denied.
1892
01:35:13.260 --> 01:35:14.970
I'll reach out to you with an email
1893
01:35:14.970 --> 01:35:17.610
of something along the message that's written here
1894
01:35:17.610 --> 01:35:20.010
and then I'll put a note here
1895
01:35:20.010 --> 01:35:22.650
that I've reached out to the surveyor
1896
01:35:22.650 --> 01:35:24.840
to let them know to resolve this.
1897
01:35:24.840 --> 01:35:26.070
And so if it's denied,
1898
01:35:26.070 --> 01:35:27.840
you need to go back into the survey form
1899
01:35:27.840 --> 01:35:28.890
and make the correction,
1900
01:35:28.890 --> 01:35:32.220
whether it's to adjust the space functional use code
1901
01:35:32.220 --> 01:35:34.350
for the department's use of space
1902
01:35:34.350 --> 01:35:37.327
or correction on the chartstrings.
1903
01:35:38.940 --> 01:35:42.120
Oh sorry, and then once you do that,
1904
01:35:42.120 --> 01:35:44.850
you can refresh your list,
1905
01:35:44.850 --> 01:35:47.760
and it should go back to in progress
1906
01:35:47.760 --> 01:35:48.930
or whatever the status was,
1907
01:35:48.930 --> 01:35:51.450
and then you can transition it to approved.
1908
01:35:51.450 --> 01:35:56.450
You can also take out the denied once that's approved
1909
01:35:56.610 --> 01:35:58.560
or once it's cleared on your end.
1910
01:35:58.560 --> 01:36:02.160
If I approve it, I would just put a note that I approved it,
1911
01:36:02.160 --> 01:36:05.670
and then I would transition the space to complete,
1912
01:36:05.670 --> 01:36:06.503
which is different.
1913
01:36:06.503 --> 01:36:08.730
You'd get completed by surveyor,
1914
01:36:08.730 --> 01:36:10.740
mine would be a space complete.
1915
01:36:10.740 --> 01:36:13.620
And if you make any edits to that space again,
1916
01:36:13.620 --> 01:36:16.700
it would go back to waiting for approval,
1917
01:36:16.700 --> 01:36:17.760
and I have to do the process again,
1918
01:36:17.760 --> 01:36:21.453
but I have the note hopefully to be able to do that quickly.
1919
01:36:23.160 --> 01:36:24.960
All right, so this is a new methodology,
1920
01:36:24.960 --> 01:36:26.520
and it's a great feature in Planon.
1921
01:36:26.520 --> 01:36:30.090
So we're calling it room clusters.
1922
01:36:30.090 --> 01:36:31.950
It's basically a bulk survey update.
1923
01:36:31.950 --> 01:36:36.950
And so for lab research, non-class laboratory spaces
1924
01:36:37.350 --> 01:36:39.510
and lab service spaces,
1925
01:36:39.510 --> 01:36:42.540
we want to have our methodology align
1926
01:36:42.540 --> 01:36:45.540
with what the federal negotiations do.
1927
01:36:45.540 --> 01:36:47.340
So the federal negotiator just comes in
1928
01:36:47.340 --> 01:36:48.173
and says, all right,
1929
01:36:48.173 --> 01:36:49.330
I wanna meet with this PI.
1930
01:36:50.247 --> 01:36:54.360
I wanna know all the spaces that they oversee.
1931
01:36:54.360 --> 01:36:56.220
They don't ask the differences
1932
01:36:56.220 --> 01:36:59.190
of how did this lab service room differ from this one?
1933
01:36:59.190 --> 01:37:01.170
How did this one lab differ from this one?
1934
01:37:01.170 --> 01:37:04.350
They just ask who were in these spaces
1935
01:37:04.350 --> 01:37:07.470
and what was their breakdown of use of the space
1936
01:37:07.470 --> 01:37:09.270
and what were their funding sources.
1937
01:37:09.270 --> 01:37:11.940
So they look at as a whole like a cluster.
1938
01:37:11.940 --> 01:37:14.520
And so we're moving towards that as well.
1939
01:37:14.520 --> 01:37:19.410
And so we really want to have all rooms
1940
01:37:19.410 --> 01:37:23.340
that a PI overseas as a lab cluster and update them
1941
01:37:23.340 --> 01:37:25.740
and have them mirror each other.
1942
01:37:25.740 --> 01:37:28.260
If there is a PI that has multiple laboratories
1943
01:37:28.260 --> 01:37:30.540
with substantially different occupants funding sources
1944
01:37:30.540 --> 01:37:33.690
and functional uses, then survey them as separate clusters
1945
01:37:33.690 --> 01:37:36.180
to maintain accuracy in those.
1946
01:37:36.180 --> 01:37:38.480
If you have questions about that, let us know.
1947
01:37:40.042 --> 01:37:42.063
But in order to do this,
1948
01:37:43.436 --> 01:37:45.870
so if you've already updated a room,
1949
01:37:45.870 --> 01:37:49.770
and then you really wanna, you want it to be saved
1950
01:37:51.360 --> 01:37:54.060
to the rest of the rooms, you can do that.
1951
01:37:54.060 --> 01:37:57.390
So we just adjust pressing the Control button.
1952
01:37:57.390 --> 01:38:00.330
And so whichever room, if you use the Control button,
1953
01:38:00.330 --> 01:38:02.040
and then select all your rooms,
1954
01:38:02.040 --> 01:38:05.430
whichever the first room was that you selected,
1955
01:38:05.430 --> 01:38:08.220
that's what's gonna come up in your space survey form.
1956
01:38:08.220 --> 01:38:09.240
If you use the Shift key,
1957
01:38:09.240 --> 01:38:11.250
we don't really know which room it's selecting.
1958
01:38:11.250 --> 01:38:13.620
So I mean you can use the Shift key.
1959
01:38:13.620 --> 01:38:16.503
It works, it's just we know if you use Control,
1960
01:38:17.370 --> 01:38:21.660
that first room will be your space survey default.
1961
01:38:21.660 --> 01:38:24.240
And then once you have all your rooms selected,
1962
01:38:24.240 --> 01:38:26.190
you just open up your survey form
1963
01:38:26.190 --> 01:38:29.730
and complete it like you would any other room.
1964
01:38:29.730 --> 01:38:31.620
It's the same form.
1965
01:38:31.620 --> 01:38:33.041
And then when you save that,
1966
01:38:33.041 --> 01:38:35.400
then you'd have to do the room refresh,
1967
01:38:35.400 --> 01:38:37.680
just make sure that there's no violations there.
1968
01:38:37.680 --> 01:38:42.680
And so you would have all of eight of these rooms updated
1969
01:38:43.950 --> 01:38:46.120
with one space survey entry
1970
01:38:47.610 --> 01:38:51.690
with all of these spaces selected,
1971
01:38:51.690 --> 01:38:54.840
you would then click modify within selection
1972
01:38:54.840 --> 01:38:59.397
to add notes to indicate which rooms
1973
01:38:59.397 --> 01:39:02.291
and which PI that cluster was.
1974
01:39:02.291 --> 01:39:05.700
So when we're doing our QA, it's helpful for us,
1975
01:39:05.700 --> 01:39:08.700
and if we're meeting with the federal negotiator,
1976
01:39:08.700 --> 01:39:10.260
it's helpful for all of us,
1977
01:39:10.260 --> 01:39:12.270
you and us alike,
1978
01:39:12.270 --> 01:39:15.270
to be able to remember which spaces
1979
01:39:15.270 --> 01:39:16.350
were done as cluster.
1980
01:39:16.350 --> 01:39:18.213
So it's helpful to have that.
1981
01:39:19.950 --> 01:39:23.730
So once you click on the Modify within Selection button,
1982
01:39:23.730 --> 01:39:25.560
you'd enter your note and click OK.
1983
01:39:25.560 --> 01:39:27.120
It's kind of a multi-step process,
1984
01:39:27.120 --> 01:39:31.620
and it asks you, click OK to proceed
1985
01:39:31.620 --> 01:39:33.870
for the, it'll list the number of elements
1986
01:39:33.870 --> 01:39:35.310
that you're changing click, OK.
1987
01:39:35.310 --> 01:39:37.380
And then it would pop up a box letting you know
1988
01:39:37.380 --> 01:39:39.660
that they were updated successfully.
1989
01:39:39.660 --> 01:39:40.660
You just close that.
1990
01:39:41.785 --> 01:39:43.351
We have a hand up, Dawn.
1991
01:39:43.351 --> 01:39:45.290
All right.
1992
01:39:45.290 --> 01:39:47.400
Michael, do you wanna ask your question?
1993
01:39:47.400 --> 01:39:50.430
Yes, I have a question on room clusters.
1994
01:39:50.430 --> 01:39:53.610
For room clusters, for example, we have a lot of areas
1995
01:39:53.610 --> 01:39:56.130
that are used for storage of equipment.
1996
01:39:56.130 --> 01:39:58.950
Could you room cluster those together
1997
01:39:58.950 --> 01:40:00.660
knowing that they're always going to be used
1998
01:40:00.660 --> 01:40:02.580
for storage of equipment?
1999
01:40:02.580 --> 01:40:06.000
We also have some areas that are in the building
2000
01:40:06.000 --> 01:40:10.500
where here at the villa, every room that has a person in it
2001
01:40:10.500 --> 01:40:14.430
also has like a closet storage area that also gets tracked.
2002
01:40:14.430 --> 01:40:16.560
Could they be put into like a room cluster
2003
01:40:16.560 --> 01:40:19.140
being always the same use
2004
01:40:19.140 --> 01:40:23.160
and always the same building?
2005
01:40:23.160 --> 01:40:25.800
Yeah, so that would be a perfect example.
2006
01:40:25.800 --> 01:40:27.420
I'll address the second one first.
2007
01:40:27.420 --> 01:40:32.250
So like the office and then their closet,
2008
01:40:32.250 --> 01:40:33.840
those would be functionalized the same.
2009
01:40:33.840 --> 01:40:35.400
So yeah, you could just select that,
2010
01:40:35.400 --> 01:40:37.590
and you can update it that way.
2011
01:40:37.590 --> 01:40:39.570
And in that case, if you're just doing the office
2012
01:40:39.570 --> 01:40:41.040
and the closet in the office,
2013
01:40:41.040 --> 01:40:43.140
you don't need to put a cluster note in that.
2014
01:40:43.140 --> 01:40:45.120
That's really more like the bulk update.
2015
01:40:45.120 --> 01:40:47.010
You're doing the information once
2016
01:40:47.010 --> 01:40:48.960
to get both spaces done and that's fine.
2017
01:40:48.960 --> 01:40:51.690
It's really the kind of the lab cluster spaces
2018
01:40:51.690 --> 01:40:55.560
where you might have a of spaces, like an equipment room,
2019
01:40:55.560 --> 01:40:59.403
a cold room, a photo room, and a lab space.
2020
01:41:00.450 --> 01:41:03.540
So yeah, don't bother with needing a note
2021
01:41:03.540 --> 01:41:08.540
for a bulk update for the office in the closet.
2022
01:41:08.759 --> 01:41:10.800
In terms of the equipment room,
2023
01:41:10.800 --> 01:41:13.473
what type of equipment are you referring to?
2024
01:41:14.970 --> 01:41:16.290
Most of the equipment we have
2025
01:41:16.290 --> 01:41:18.420
are stored at various locations on campus.
2026
01:41:18.420 --> 01:41:22.500
That would be tables, chairs, sound equipment, projectors.
2027
01:41:22.500 --> 01:41:25.500
They're just various locations for easy access.
2028
01:41:25.500 --> 01:41:26.333
Okay, yeah,
2029
01:41:26.333 --> 01:41:27.750
I just wanna make sure it wasn't like research equipment
2030
01:41:27.750 --> 01:41:30.990
'cause then that would could be different functional uses.
2031
01:41:30.990 --> 01:41:32.400
Yeah, I mean really anything
2032
01:41:32.400 --> 01:41:35.940
that has the same data elements
2033
01:41:35.940 --> 01:41:37.920
that you want to bulk update,
2034
01:41:37.920 --> 01:41:42.920
you can do that using that bulk update feature.
2035
01:41:43.320 --> 01:41:47.373
Even if, so say in that case, you wanted to do that,
2036
01:41:48.600 --> 01:41:49.980
but then you needed to go,
2037
01:41:49.980 --> 01:41:53.550
so you had an update you needed to do to 10 rooms,
2038
01:41:53.550 --> 01:41:54.877
you could do that and then say,
2039
01:41:54.877 --> 01:41:58.170
"All right, but I still need to make a tweak to each one."
2040
01:41:58.170 --> 01:41:59.532
It could save you time.
2041
01:41:59.532 --> 01:42:01.740
There's different ways you could use that,
2042
01:42:01.740 --> 01:42:06.420
but it's really, as long as the data is the same
2043
01:42:06.420 --> 01:42:08.100
that needs to go into each of those,
2044
01:42:08.100 --> 01:42:09.630
it's a way to save you time.
2045
01:42:09.630 --> 01:42:10.712
So yes.
2046
01:42:10.712 --> 01:42:12.000
And would the bulk updates carry over
2047
01:42:12.000 --> 01:42:13.280
year to year,
2048
01:42:13.280 --> 01:42:16.683
or would you have to create the bulk groupings every year?
2049
01:42:19.920 --> 01:42:22.590
So when we create a new space survey,
2050
01:42:22.590 --> 01:42:26.550
whatever was in the inventory,
2051
01:42:26.550 --> 01:42:31.550
remember how the inventory and the survey are separate now,
2052
01:42:31.818 --> 01:42:34.950
so I'm about to get to the workflow here.
2053
01:42:34.950 --> 01:42:39.120
So basically once you're done with the approval workflow,
2054
01:42:39.120 --> 01:42:40.980
it's gonna get pushed to the inventory.
2055
01:42:40.980 --> 01:42:43.170
And then when we create the new survey next year,
2056
01:42:43.170 --> 01:42:46.380
it's gonna pull whatever is active in the inventory
2057
01:42:46.380 --> 01:42:47.310
at that time.
2058
01:42:47.310 --> 01:42:49.920
So any departmental changes and everything
2059
01:42:49.920 --> 01:42:51.420
would be reflected in the next survey,
2060
01:42:51.420 --> 01:42:54.420
but it should bring in everything.
2061
01:42:54.420 --> 01:42:56.100
If you don't have any updates that you send
2062
01:42:56.100 --> 01:42:58.560
to Mike and Joanna for a fiscal year,
2063
01:42:58.560 --> 01:43:00.930
it should bring in exactly what you had before.
2064
01:43:00.930 --> 01:43:04.020
I don't know about comments though.
2065
01:43:04.020 --> 01:43:08.310
I can't recall on that, but, so I think-
2066
01:43:08.310 --> 01:43:09.841
And then the groupings
2067
01:43:09.841 --> 01:43:11.100
would probably have to be reselected every year,
2068
01:43:11.100 --> 01:43:11.933
right, Dawn?
2069
01:43:11.933 --> 01:43:13.019
So I think the same-
2070
01:43:13.019 --> 01:43:14.790
Yeah, because we get a lot of changes
2071
01:43:16.110 --> 01:43:17.760
for, like in the research labs,
2072
01:43:17.760 --> 01:43:19.050
there are quite a bit of changes.
2073
01:43:19.050 --> 01:43:21.870
But yeah, if there isn't a change,
2074
01:43:21.870 --> 01:43:24.720
your grouping would still be the same, but you have to...
2075
01:43:25.770 --> 01:43:27.510
It's just a way to select it.
2076
01:43:27.510 --> 01:43:30.973
So like if I'm in here,
2077
01:43:30.973 --> 01:43:33.270
like I'm literally just selecting it,
2078
01:43:33.270 --> 01:43:34.833
and then I make the update.
2079
01:43:36.870 --> 01:43:41.553
So I'm just going to give an example, just take out.
2080
01:43:46.620 --> 01:43:50.640
So say just wanted the funded students,
2081
01:43:50.640 --> 01:43:52.860
we only have one department,
2082
01:43:52.860 --> 01:43:57.450
and let's just say this was departmental research.
2083
01:43:57.450 --> 01:43:59.970
So now everything I just did,
2084
01:43:59.970 --> 01:44:01.890
when I go and save an update,
2085
01:44:01.890 --> 01:44:04.260
oh yeah, I need to update that.
2086
01:44:04.260 --> 01:44:06.093
See? System helps you.
2087
01:44:12.600 --> 01:44:14.250
Now everything's 100%, all right.
2088
01:44:18.180 --> 01:44:20.340
So it doesn't keep it in this like cluster here,
2089
01:44:20.340 --> 01:44:22.140
it's just they're just selected.
2090
01:44:22.140 --> 01:44:26.850
But so now when I go up and I select them,
2091
01:44:26.850 --> 01:44:28.830
all of them now have that changed.
2092
01:44:28.830 --> 01:44:32.730
So there's no signal to us any longer
2093
01:44:32.730 --> 01:44:35.370
that these were all clustered or bulk updated.
2094
01:44:35.370 --> 01:44:37.200
So that's where the comment comes into play.
2095
01:44:37.200 --> 01:44:40.623
So does that answer your question?
2096
01:44:41.910 --> 01:44:42.743
Yes.
2097
01:44:42.743 --> 01:44:43.806
Okay.
2098
01:44:46.980 --> 01:44:48.900
So getting into the approval workflow.
2099
01:44:48.900 --> 01:44:51.090
These are generally gonna be the statuses
2100
01:44:51.090 --> 01:44:53.610
that you would see, you have the different icons,
2101
01:44:53.610 --> 01:44:54.810
and they mean different things.
2102
01:44:54.810 --> 01:44:56.910
And in your data panel, you will see that.
2103
01:44:58.950 --> 01:45:01.050
So again, the rooms,
2104
01:45:01.050 --> 01:45:03.300
so I'm just gonna be talking about the spaces
2105
01:45:03.300 --> 01:45:04.350
of the rooms right now.
2106
01:45:04.350 --> 01:45:06.240
So you know how you have the component,
2107
01:45:06.240 --> 01:45:09.483
which is the department, and then you get into the spaces.
2108
01:45:10.350 --> 01:45:12.660
It starts as assigned and you click in progress
2109
01:45:12.660 --> 01:45:14.460
as you start to work on it.
2110
01:45:14.460 --> 01:45:17.580
And then you would go to click it again
2111
01:45:17.580 --> 01:45:20.730
once you've completed the space to be completed by surveyor,
2112
01:45:20.730 --> 01:45:22.590
and that'll update your data tab.
2113
01:45:22.590 --> 01:45:25.440
You do have the option to go back to in progress if needed.
2114
01:45:25.440 --> 01:45:30.270
So for instance, you look at your floor plan
2115
01:45:30.270 --> 01:45:32.010
and you realize, ah, I did the wrong office.
2116
01:45:32.010 --> 01:45:33.990
That one wasn't Dr. Smith's.
2117
01:45:33.990 --> 01:45:38.310
I need to go back and put that back into progress.
2118
01:45:38.310 --> 01:45:39.240
And I'll come back to that.
2119
01:45:39.240 --> 01:45:42.210
So for whatever reason,
2120
01:45:42.210 --> 01:45:44.040
you need to toggle back and forth between completed
2121
01:45:44.040 --> 01:45:46.560
and in progress to keep track of what really is done
2122
01:45:46.560 --> 01:45:48.750
and really kind of what's in progress to draft.
2123
01:45:48.750 --> 01:45:50.103
You have that option.
2124
01:45:52.620 --> 01:45:57.620
In terms of the bulk updates, so you can make one selection.
2125
01:45:58.110 --> 01:46:03.110
So you can select all of your rooms, not department's rooms,
2126
01:46:03.150 --> 01:46:06.900
and click on the Action on Selection button.
2127
01:46:06.900 --> 01:46:10.560
And you can transition
2128
01:46:10.560 --> 01:46:13.740
between, put it into in progress,
2129
01:46:13.740 --> 01:46:14.730
and then you'd have to do it again
2130
01:46:14.730 --> 01:46:16.950
to go to completed by surveyor.
2131
01:46:16.950 --> 01:46:20.400
It will not let you go from assigned
2132
01:46:20.400 --> 01:46:22.500
to completed by surveyor.
2133
01:46:22.500 --> 01:46:24.490
It has to go sequentially through the process.
2134
01:46:24.490 --> 01:46:28.200
So if you try to do that, it's going to give you an error.
2135
01:46:28.200 --> 01:46:29.700
And also I wanted to point out
2136
01:46:29.700 --> 01:46:33.570
that Planon cannot make this user-specific.
2137
01:46:33.570 --> 01:46:36.510
So you will see all of these options.
2138
01:46:36.510 --> 01:46:38.820
But if you try to do anything other than in progress
2139
01:46:38.820 --> 01:46:40.980
or completed by surveyor, you're gonna get an error.
2140
01:46:40.980 --> 01:46:42.900
So we'd like this to be cleaned up.
2141
01:46:42.900 --> 01:46:43.890
Unfortunately, we can't,
2142
01:46:43.890 --> 01:46:45.197
but it's still a great feature
2143
01:46:45.197 --> 01:46:48.390
and is supposed to be able to update all eight of these
2144
01:46:48.390 --> 01:46:50.850
at one time as opposed to transitioning each one.
2145
01:46:50.850 --> 01:46:53.100
You can certainly transition each one though.
2146
01:46:57.060 --> 01:47:00.090
So once you've completed all of your spaces,
2147
01:47:00.090 --> 01:47:04.410
so all your spaces need to be in a completed status.
2148
01:47:04.410 --> 01:47:08.370
You can't have any in progress assigned
2149
01:47:08.370 --> 01:47:12.870
or waiting for approval especially.
2150
01:47:12.870 --> 01:47:14.940
So you wanna make sure that they're all completed,
2151
01:47:14.940 --> 01:47:17.610
and then you'd go up to the survey component,
2152
01:47:17.610 --> 01:47:21.450
and then you'd cook that the component is now complete.
2153
01:47:21.450 --> 01:47:23.370
When you do that, it sends an email
2154
01:47:23.370 --> 01:47:24.990
to the survey owner
2155
01:47:24.990 --> 01:47:29.140
or the, excuse me, the component owner
2156
01:47:30.522 --> 01:47:31.954
or the department owner.
2157
01:47:31.954 --> 01:47:32.787
There are some cases where the surveyor
2158
01:47:32.787 --> 01:47:33.620
and the owner are the same.
2159
01:47:33.620 --> 01:47:35.400
I think it still sends you the email,
2160
01:47:35.400 --> 01:47:38.680
but you would wanna do your QA.
2161
01:47:38.680 --> 01:47:40.920
Well, even before you click complete,
2162
01:47:40.920 --> 01:47:42.150
you wanna do your QA.
2163
01:47:42.150 --> 01:47:43.500
It'll send the email.
2164
01:47:43.500 --> 01:47:46.050
The owner should do their QA as well on the space
2165
01:47:46.050 --> 01:47:47.730
when we have some reports that can help with that,
2166
01:47:47.730 --> 01:47:49.480
which Mike will get to in a minute.
2167
01:47:50.970 --> 01:47:53.940
If the owner reviews the space,
2168
01:47:53.940 --> 01:47:56.370
and decides that, all right, something isn't right,
2169
01:47:56.370 --> 01:48:00.660
it needs some work, you got some data mixed up
2170
01:48:00.660 --> 01:48:03.780
or any reason, they would click in progress,
2171
01:48:03.780 --> 01:48:06.510
and they would need to reach out to the surveyor
2172
01:48:06.510 --> 01:48:10.590
to communicate what they were seeing that wasn't correct
2173
01:48:10.590 --> 01:48:13.410
and that corrections needed to be done.
2174
01:48:13.410 --> 01:48:15.390
Once the surveyor makes those corrections,
2175
01:48:15.390 --> 01:48:17.460
they would again put the component back
2176
01:48:17.460 --> 01:48:19.623
into completed status.
2177
01:48:20.940 --> 01:48:25.080
But say the owner is looking at or done with the QA,
2178
01:48:25.080 --> 01:48:26.370
everything looks good,
2179
01:48:26.370 --> 01:48:29.640
they would click the approved status transition,
2180
01:48:29.640 --> 01:48:34.640
and the component would then be approved by the owner.
2181
01:48:35.250 --> 01:48:38.910
Send an email to Michael Richards and Joanna Birbeck,
2182
01:48:38.910 --> 01:48:43.113
and they would submit the component to the inventory.
2183
01:48:44.220 --> 01:48:47.070
Once that is done, you'll see here
2184
01:48:47.070 --> 01:48:49.080
that the component is submitted.
2185
01:48:49.080 --> 01:48:50.100
If you go to the spaces,
2186
01:48:50.100 --> 01:48:52.980
you won't be able to edit the spaces anymore.
2187
01:48:52.980 --> 01:48:54.270
You'd still be able to see the data,
2188
01:48:54.270 --> 01:48:57.090
but you wouldn't be able to edit anymore 'cause it's locked.
2189
01:48:57.090 --> 01:48:58.994
We need to be able to rely on the reports
2190
01:48:58.994 --> 01:49:01.380
once it's submitted to the inventory.
2191
01:49:01.380 --> 01:49:03.360
If changes are needed, reach out to us,
2192
01:49:03.360 --> 01:49:05.360
and we can work with you on that though.
2193
01:49:07.740 --> 01:49:10.623
All right, I'm gonna it over to Mike for some reports.
2194
01:49:12.787 --> 01:49:14.480
[Michael Richards] All right.
2195
01:49:15.861 --> 01:49:17.311
Let me get my screen up here.
2196
01:49:18.360 --> 01:49:21.600
Okay, so we've put a few reports
2197
01:49:21.600 --> 01:49:24.270
and help you out with the process.
2198
01:49:24.270 --> 01:49:28.530
There's reports available on all the TSIs.
2199
01:49:28.530 --> 01:49:32.889
And like I said before, it's always, you know, just be aware
2200
01:49:32.889 --> 01:49:35.473
of what you have selected,
2201
01:49:35.473 --> 01:49:39.750
moving which tabs and which components
2202
01:49:39.750 --> 01:49:41.883
'cause, for example, in this case,
2203
01:49:42.990 --> 01:49:46.410
there's my project, I could go to my components.
2204
01:49:46.410 --> 01:49:50.160
If I wanna a report for all of these components,
2205
01:49:50.160 --> 01:49:51.810
I'll click all down here.
2206
01:49:51.810 --> 01:49:53.700
And then when I run my report,
2207
01:49:53.700 --> 01:49:56.520
it'll show the data for all these departments.
2208
01:49:56.520 --> 01:49:58.563
If I just pick one,
2209
01:50:00.510 --> 01:50:03.090
we can do this one or this one.
2210
01:50:03.090 --> 01:50:05.430
When that's selected and I run my report,
2211
01:50:05.430 --> 01:50:07.380
it only shows that department.
2212
01:50:07.380 --> 01:50:12.360
So always be aware of, you know, what's selected.
2213
01:50:12.360 --> 01:50:14.913
The first report we put in.
2214
01:50:16.020 --> 01:50:18.800
So there is, I guess I could start with...
2215
01:50:19.830 --> 01:50:21.570
I'm gonna go to this component,
2216
01:50:21.570 --> 01:50:24.093
go to Space & Workspace at the top,
2217
01:50:25.080 --> 01:50:27.843
and I'm gonna click on Report.
2218
01:50:29.580 --> 01:50:33.750
And there's two of them in here at this level.
2219
01:50:33.750 --> 01:50:35.670
So there's the Room Summary Report
2220
01:50:35.670 --> 01:50:38.160
and then the Space Survey Progress Report.
2221
01:50:38.160 --> 01:50:41.680
I'm gonna actually start with what Dawn left off there
2222
01:50:43.020 --> 01:50:45.123
with the Space Survey Progress.
2223
01:50:46.290 --> 01:50:50.670
And this one will show you what all those statuses.
2224
01:50:50.670 --> 01:50:53.610
So you know, you want everything to be complete,
2225
01:50:53.610 --> 01:50:55.110
so that you know if you missed one
2226
01:50:55.110 --> 01:50:58.770
or forgot that to a status transition,
2227
01:50:58.770 --> 01:51:00.810
this will show you that.
2228
01:51:00.810 --> 01:51:02.253
I'm gonna click Save As.
2229
01:51:03.750 --> 01:51:08.750
And this report is a tabular report, so it'll go into Excel.
2230
01:51:09.034 --> 01:51:12.783
So I'm gonna choose XLSX data only.
2231
01:51:14.190 --> 01:51:18.180
I'm not gonna wrap the text, and that's just my preference,
2232
01:51:18.180 --> 01:51:21.933
but I'll include the header, and I'll click OK.
2233
01:51:24.450 --> 01:51:26.610
Okay, so this will open the report.
2234
01:51:26.610 --> 01:51:29.223
Let me get it, grab it here.
2235
01:51:30.600 --> 01:51:33.450
That's gonna put it on my other window.
2236
01:51:33.450 --> 01:51:34.803
Let me drag it over.
2237
01:51:35.910 --> 01:51:39.060
Okay, so this room, there's those three rooms,
2238
01:51:39.060 --> 01:51:42.090
you'll see, you know, it gives a room number,
2239
01:51:42.090 --> 01:51:45.630
the space type, and then the statuses
2240
01:51:45.630 --> 01:51:47.253
for each of those rooms.
2241
01:51:48.510 --> 01:51:52.023
Okay, the other report,
2242
01:51:53.010 --> 01:51:56.430
I'm just gonna go up to this room summary report.
2243
01:51:56.430 --> 01:51:59.880
This will give you a summary,
2244
01:51:59.880 --> 01:52:01.710
kind of one page per room.
2245
01:52:01.710 --> 01:52:05.850
So it'll list everything on that survey form
2246
01:52:05.850 --> 01:52:07.503
on one page for you.
2247
01:52:09.120 --> 01:52:12.150
One thing to keep in mind before I run this,
2248
01:52:12.150 --> 01:52:14.760
I guess I could show it both ways.
2249
01:52:14.760 --> 01:52:16.050
Let me just run it first.
2250
01:52:16.050 --> 01:52:19.290
So I'm gonna do the same thing, select the report,
2251
01:52:19.290 --> 01:52:20.160
and that's the other thing.
2252
01:52:20.160 --> 01:52:23.910
I always remember which report you have selected
2253
01:52:23.910 --> 01:52:27.540
'cause some of the TSIs, there's quite a few of them.
2254
01:52:27.540 --> 01:52:29.823
The ones for our start with PDC,
2255
01:52:31.475 --> 01:52:32.308
and I do it all the time.
2256
01:52:32.308 --> 01:52:35.010
I go in here and like this one is selected or something,
2257
01:52:35.010 --> 01:52:36.960
and I run it and I'm like, what's that?
2258
01:52:36.960 --> 01:52:41.960
So just make sure the right one's selected, Save As.
2259
01:52:43.050 --> 01:52:47.120
this one is not a tabular report, it's a summary report.
2260
01:52:47.120 --> 01:52:48.723
So I'm gonna choose PDF.
2261
01:52:50.190 --> 01:52:53.490
And you can leave those and I'll click OK,
2262
01:52:53.490 --> 01:52:55.640
and let me open this one.
2263
01:52:55.640 --> 01:52:57.840
It only has three rooms, which is good
2264
01:52:57.840 --> 01:53:00.390
'cause it'll go pretty fast.
2265
01:53:00.390 --> 01:53:03.480
And so you'll see it lists,
2266
01:53:03.480 --> 01:53:07.697
you know, the space type, the department, function codes.
2267
01:53:09.870 --> 01:53:14.130
Now you'll see, this one room's blank.
2268
01:53:14.130 --> 01:53:16.983
And so what I, we discovered just the other day,
2269
01:53:18.570 --> 01:53:23.343
if you wanna run this report before you start your survey,
2270
01:53:24.240 --> 01:53:28.320
it requires that you actually go into the room
2271
01:53:28.320 --> 01:53:30.390
and click the survey form.
2272
01:53:30.390 --> 01:53:33.420
So if you've inventoried everything, it's great.
2273
01:53:33.420 --> 01:53:36.303
You've already gone into the form, it populates.
2274
01:53:37.440 --> 01:53:39.810
It's just populating a table, basically,
2275
01:53:39.810 --> 01:53:42.810
a space survey space usage table.
2276
01:53:42.810 --> 01:53:46.020
But for this middle room, I didn't click on it yet.
2277
01:53:46.020 --> 01:53:48.750
So no data showed in the report,
2278
01:53:48.750 --> 01:53:52.230
but you can just like, you can use the clustering method.
2279
01:53:52.230 --> 01:53:55.290
So I could grab the all three rooms
2280
01:53:55.290 --> 01:53:57.030
and just click Survey Form.
2281
01:53:57.030 --> 01:54:01.320
You don't even have to survey anything, you just hit Cancel.
2282
01:54:01.320 --> 01:54:02.220
Yeah, don't click Save
2283
01:54:02.220 --> 01:54:05.897
though 'cause then all your spaces will be edited.
2284
01:54:05.897 --> 01:54:08.670
[Michael Richards] Right, yeah, don't do a bulk update.
2285
01:54:08.670 --> 01:54:10.983
But then if I do the report,
2286
01:54:12.930 --> 01:54:14.970
and once again, I have one room selected.
2287
01:54:14.970 --> 01:54:15.990
Make sure all the rooms
2288
01:54:15.990 --> 01:54:18.360
are, 'cause it'll filter at each level.
2289
01:54:18.360 --> 01:54:20.580
Your filters are realtime in Planon.
2290
01:54:20.580 --> 01:54:24.300
So I'm gonna click all, I want all three of those rooms.
2291
01:54:24.300 --> 01:54:26.160
Now when I run the report,
2292
01:54:26.160 --> 01:54:30.750
it'll show you all three of those rooms,
2293
01:54:30.750 --> 01:54:32.700
all the data that's in them.
2294
01:54:32.700 --> 01:54:34.293
So I'm just gonna do it again,
2295
01:54:35.190 --> 01:54:40.170
and then come up to the top here, grab it,
2296
01:54:40.170 --> 01:54:41.003
and you'll see now
2297
01:54:41.003 --> 01:54:45.603
that that, oh, it still didn't go in, interesting.
2298
01:54:47.610 --> 01:54:50.403
I thought that that's interesting.
2299
01:54:51.330 --> 01:54:53.790
All right, so you must have to save it.
2300
01:54:53.790 --> 01:54:58.503
So the test I did yesterday, it worked.
2301
01:54:59.580 --> 01:55:02.400
All right, so yeah, you're gonna have to go in,
2302
01:55:02.400 --> 01:55:07.260
and to get this report actually save the each
2303
01:55:07.260 --> 01:55:09.903
on the form, okay?
2304
01:55:11.550 --> 01:55:14.046
It's still a really useful report though.
2305
01:55:14.046 --> 01:55:16.560
You know, you can run it at the end and check everything
2306
01:55:16.560 --> 01:55:19.800
if your director or dean wants to, you know, get an overview
2307
01:55:19.800 --> 01:55:22.620
of all the spaces before they sign off.
2308
01:55:22.620 --> 01:55:24.213
It's a good report to run.
2309
01:55:27.480 --> 01:55:28.590
Okay, that's interesting.
2310
01:55:28.590 --> 01:55:31.140
Yeah, when I tested it yesterday, it worked,
2311
01:55:31.140 --> 01:55:33.030
but it didn't work that way.
2312
01:55:33.030 --> 01:55:34.630
I thought that was a workaround.
2313
01:55:35.910 --> 01:55:37.980
The other report that we've added,
2314
01:55:37.980 --> 01:55:42.543
if you go back a level to the component,
2315
01:55:43.440 --> 01:55:46.290
so like I said, I'm logged in as Sue,
2316
01:55:46.290 --> 01:55:49.560
so I'm gonna see all the comm departments here.
2317
01:55:49.560 --> 01:55:53.850
And I wanna know the status of each of the departments
2318
01:55:53.850 --> 01:55:55.170
that rolls up to the dean.
2319
01:55:55.170 --> 01:55:58.410
So I can do all down here on the bottom,
2320
01:55:58.410 --> 01:55:59.943
and I'm gonna go to report.
2321
01:56:02.040 --> 01:56:05.880
And this one, once again, our start with PDC.
2322
01:56:05.880 --> 01:56:10.880
So PDC component status report is this one.
2323
01:56:10.920 --> 01:56:12.810
This is also a tabular report.
2324
01:56:12.810 --> 01:56:14.940
So I'll click Save As.
2325
01:56:14.940 --> 01:56:16.743
I'm gonna save it to Excel.
2326
01:56:17.790 --> 01:56:20.283
I'm gonna choose No, click OK.
2327
01:56:21.840 --> 01:56:24.303
This opens the report.
2328
01:56:25.140 --> 01:56:26.440
Let me just grab it.
2329
01:56:28.710 --> 01:56:30.270
And I'm gonna bring it in over here.
2330
01:56:30.270 --> 01:56:33.990
So now this shows you each of those departments
2331
01:56:33.990 --> 01:56:38.990
and their statuses at the component level.
2332
01:56:40.410 --> 01:56:42.933
And you can, you know, format this.
2333
01:56:44.010 --> 01:56:47.154
So that's a useful report if you're at the deans
2334
01:56:47.154 --> 01:56:49.290
or directors levels to know, you know,
2335
01:56:49.290 --> 01:56:52.050
which departments are still outstanding,
2336
01:56:52.050 --> 01:56:54.213
haven't completed their surveys yet.
2337
01:56:55.470 --> 01:57:00.150
And I think that's all I had to show on the reports.
2338
01:57:00.150 --> 01:57:02.073
If there's any other questions.
2339
01:57:05.580 --> 01:57:08.253
I'm just gonna put up our contact slide.
2340
01:57:09.450 --> 01:57:11.520
So hope you guys are seeing that.
2341
01:57:11.520 --> 01:57:12.663
But basically,
2342
01:57:14.310 --> 01:57:19.200
for any role access, space lists,
2343
01:57:19.200 --> 01:57:23.610
space type, building diagrams, and reporting,
2344
01:57:23.610 --> 01:57:26.760
direct any questions to Mike and Joanna.
2345
01:57:26.760 --> 01:57:28.410
And then if you have any space functional use
2346
01:57:28.410 --> 01:57:30.780
classifications chartstrings,
2347
01:57:30.780 --> 01:57:33.900
even which occupants to use, for instance,
2348
01:57:33.900 --> 01:57:37.440
you can reach out to myself or to Lindsey Donovan,
2349
01:57:37.440 --> 01:57:42.093
and we can help answer any questions you'd have.
2350
01:57:46.128 --> 01:57:47.520
Did anybody else have any other questions?
2351
01:57:47.520 --> 01:57:48.690
I said I'd stay after two
2352
01:57:48.690 --> 01:57:51.270
to kind of just show you in Planon
2353
01:57:51.270 --> 01:57:56.270
how to do that lab service space example
2354
01:57:57.150 --> 01:57:58.260
that I was talking about
2355
01:57:58.260 --> 01:58:00.390
to allow the system to functionalize it for you.
2356
01:58:00.390 --> 01:58:03.780
But I know many of you don't have lab service rooms.
2357
01:58:03.780 --> 01:58:07.050
So just wanted to open it up for all you guys
2358
01:58:07.050 --> 01:58:09.363
for questions first before I jump into that.
2359
01:58:10.860 --> 01:58:12.608
Giving us a minute.
2360
01:58:12.608 --> 01:58:15.090
So doesn't look like it.
2361
01:58:15.090 --> 01:58:18.930
So well, so those of you who are not interested in that,
2362
01:58:18.930 --> 01:58:20.400
thank you all for coming,
2363
01:58:20.400 --> 01:58:23.220
and let us know if you have any questions
2364
01:58:23.220 --> 01:58:24.363
as you work through.
2365
01:58:25.350 --> 01:58:27.870
For those of you interested in an example,
2366
01:58:27.870 --> 01:58:31.347
I will pull up a form here.
2367
01:58:31.347 --> 01:58:33.423
I'm just gonna clear it out.
2368
01:58:34.290 --> 01:58:39.290
And so before, I think, we did two lab service group,
2369
01:58:42.750 --> 01:58:44.703
or excuse me, two lab groups.
2370
01:58:50.909 --> 01:58:51.750
Where did my cursor go?
2371
01:58:51.750 --> 01:58:52.583
Where'd my mouse go?
2372
01:58:52.583 --> 01:58:54.033
There it is, all right.
2373
01:58:54.930 --> 01:58:58.623
We'll say that Philip had one.
2374
01:59:00.600 --> 01:59:03.116
Let me get my thoughts together here.
2375
01:59:03.116 --> 01:59:04.140
So it's a lab.
2376
01:59:04.140 --> 01:59:06.275
Oh, look at that, I picked a room at random,
2377
01:59:06.275 --> 01:59:09.540
so it's already a lab service room,
2378
01:59:09.540 --> 01:59:13.920
and it's servicing Dr. Ades's lab.
2379
01:59:13.920 --> 01:59:18.920
And Dr. Ades's lab was 33% of the overall square footage
2380
01:59:19.800 --> 01:59:22.923
that this lab service serviced,
2381
01:59:25.710 --> 01:59:26.543
are supported.
2382
01:59:27.547 --> 01:59:29.427
And we'll put that information in here.
2383
01:59:29.427 --> 01:59:32.823
And here I would put in a chartstringing placeholder.
2384
01:59:33.750 --> 01:59:38.570
And we said, I think the example was...
2385
01:59:41.130 --> 01:59:42.753
I'm in pathology this time.
2386
01:59:49.950 --> 01:59:54.150
The example I think we had was his lab
2387
01:59:54.150 --> 01:59:57.330
was 100% departmental research.
2388
01:59:57.330 --> 01:59:58.890
And so we'd put in the function code
2389
01:59:58.890 --> 02:00:01.440
for departmental research.
2390
02:00:01.440 --> 02:00:03.930
We don't need these other fields here.
2391
02:00:03.930 --> 02:00:08.777
And so we would just fill in the bottom section
2392
02:00:11.520 --> 02:00:12.810
and put that in there.
2393
02:00:12.810 --> 02:00:15.230
And in this case we're saying his was 100%,
2394
02:00:15.230 --> 02:00:18.060
so we can do sign evenly for the 100%.
2395
02:00:18.060 --> 02:00:20.130
And then the second lab group
2396
02:00:20.130 --> 02:00:22.220
was, we can say
2397
02:00:22.220 --> 02:00:26.703
it was Dr. Dixon.
2398
02:00:27.720 --> 02:00:32.720
And her lab group had, oops, on 67%.
2399
02:00:34.020 --> 02:00:37.500
And yes, that was a PI, so that'll put that up there.
2400
02:00:37.500 --> 02:00:38.937
And pathology.
2401
02:00:43.410 --> 02:00:45.150
And so yeah, this selection here
2402
02:00:45.150 --> 02:00:47.820
is only gonna give you the departments that are up here.
2403
02:00:47.820 --> 02:00:49.140
So you don't have to really worry
2404
02:00:49.140 --> 02:00:52.053
about doing an incorrect one.
2405
02:00:53.790 --> 02:00:55.680
Just need to pick from your selection there.
2406
02:00:55.680 --> 02:00:59.160
And then hers, I believe, we said was organized research
2407
02:00:59.160 --> 02:01:01.020
in this case.
2408
02:01:01.020 --> 02:01:04.860
And so I'm going to put a placeholder in for that.
2409
02:01:04.860 --> 02:01:05.970
And I know these people probably
2410
02:01:05.970 --> 02:01:07.560
aren't even in Department of pathology,
2411
02:01:07.560 --> 02:01:09.363
so just bear with me.
2412
02:01:10.380 --> 02:01:13.690
I'm just using names that I know for
2413
02:01:21.125 --> 02:01:22.440
instruction's sake, I guess.
2414
02:01:22.440 --> 02:01:23.460
I guess I shouldn't say instruction,
2415
02:01:23.460 --> 02:01:25.650
for demonstration purposes.
2416
02:01:25.650 --> 02:01:28.083
And talking and typing
2417
02:01:31.620 --> 02:01:33.541
at the same time, it's difficult.
2418
02:01:33.541 --> 02:01:35.250
Okay, and so in this case,
2419
02:01:35.250 --> 02:01:40.250
we said that her lab used 60% use of the lab service space
2420
02:01:41.940 --> 02:01:44.580
because her lab was larger
2421
02:01:44.580 --> 02:01:49.580
and that hers was 100% organized research in this example.
2422
02:01:49.797 --> 02:01:52.650
And so by doing that, waiting these
2423
02:01:52.650 --> 02:01:54.720
and putting in the correct functional breakdown
2424
02:01:54.720 --> 02:01:57.300
that you got when doing their labs,
2425
02:01:57.300 --> 02:02:02.300
now you're lab service room will suggest your function codes
2426
02:02:02.610 --> 02:02:05.163
and the percentages based on that.
2427
02:02:06.143 --> 02:02:09.120
So I mean these can obviously be way more complex.
2428
02:02:09.120 --> 02:02:13.800
You'll your lab service, excuse me, your lab clusters
2429
02:02:13.800 --> 02:02:17.490
would potentially be departmental research,
2430
02:02:17.490 --> 02:02:18.690
organized research.
2431
02:02:18.690 --> 02:02:20.160
You may have some instruction in there
2432
02:02:20.160 --> 02:02:21.930
if you have your grad students in there.
2433
02:02:21.930 --> 02:02:23.883
So you may have three or four chartstrings
2434
02:02:23.883 --> 02:02:26.130
that you'd wanna put in here.
2435
02:02:26.130 --> 02:02:30.390
You might have more PIs using a lab service room,
2436
02:02:30.390 --> 02:02:32.280
and you'd wanna wait those accordingly,
2437
02:02:32.280 --> 02:02:35.160
again, based on this little square footage breakdown,
2438
02:02:35.160 --> 02:02:38.490
and then it'll do the calculation for you.
2439
02:02:38.490 --> 02:02:41.280
And again, so we would save this,
2440
02:02:41.280 --> 02:02:42.330
you'd put your notes in here,
2441
02:02:42.330 --> 02:02:45.480
and actually, I don't think we mentioned this,
2442
02:02:45.480 --> 02:02:46.737
but yeah, your notes is in here.
2443
02:02:46.737 --> 02:02:48.840
And if you try to go to another room,
2444
02:02:48.840 --> 02:02:50.520
it's gonna say, do you wanna save changes?
2445
02:02:50.520 --> 02:02:55.263
Yes. Oh, I didn't validate.
2446
02:02:59.601 --> 02:03:00.780
Well, I did try to do two things at once.
2447
02:03:00.780 --> 02:03:04.110
So we would just do validate it,
2448
02:03:04.110 --> 02:03:07.020
and then you can put your comment in here.
2449
02:03:07.020 --> 02:03:08.910
If I try to leave, that's when it's going to go.
2450
02:03:08.910 --> 02:03:12.240
I wanna save changes, yes, or test.
2451
02:03:14.451 --> 02:03:17.100
The Save button is down here.
2452
02:03:17.100 --> 02:03:20.880
So is there anybody that had any questions on that
2453
02:03:20.880 --> 02:03:21.713
at the moment?
2454
02:03:21.713 --> 02:03:23.040
Again, you can contact us
2455
02:03:23.040 --> 02:03:24.930
as you're working through the spaces
2456
02:03:24.930 --> 02:03:27.153
for anything that's specific to your unit.
2457
02:03:28.770 --> 02:03:30.600
If not, thank you all for coming.
2458
02:03:30.600 --> 02:03:33.783
Appreciate it, and happy surveying.
2459
02:03:44.430 --> 02:03:47.313
All right, I've stopped the recording.
2460
02:03:50.190 --> 02:03:52.790
Just reach out if you have any questions. Thank you.