-: All right, I think we'll get started here.
Let's go into here.
All right, so this is a Planon Space
& Occupancy Survey training.
And I'm Mike Richards from Planning, Design, Construction.
And I'll be doing this with Dawn Caffrey
from Financial & Cost Accounting Services.
So, as you know, I'll get into this more,
but we've converted platform.
So we used to use Famous, now we're in Planon.
So I'll be going over some of the basic navigation of Planon
and how to make changes, how to view spaces.
And Dawn will get into the functionalization of space.
But the goals of the space survey
are to update your space assignments,
your room types, and your room occupants,
and to update your funding sources
and functional activities of all the rooms.
And you're gonna be using methodologies
that comply with federal government costing standards
and develop statistics that are defensible
for the F&A rate negotiations with the federal government.
space survey timeline.
So as you know, so this is for FY24,
which opened on April 9th,
and that's July 1st, 2023 to June 30th, 2024
that we're gonna be surveying.
There were three trainings, this is the last one.
We're gonna be doing some open labs every other week,
starting in mid-May.
And then the survey will close on June 30th, 2024.
The importance of this is that, you know,
F&A rate development, facilities and administrative rates,
which Dawn will get into more,
fully burden the rates used by income expense activities.
This data provides the basis
for the incentive-based budgeting model
that we're using now.
We assess financial impacts
of programs using the data in space.
You know, Joanna Birbeck and I and planning staff use this
for a lot of space planning and management.
Even in our campus plan, we've used a lot of this data.
And then federal regulatory compliance
of the bond-financed spaces.
So like I said, I'll be going over some basic navigation.
So some of you may have attended the open sessions
of Planon, so you may be familiar
with the work order system,
but I'll just assume you haven't seen it at all.
So we'll do some basic navigation,
how to view floor plans,
and then I'll go into the survey itself
and demonstrate how to make the changes.
And then Dawn will get into the functionalization
of the space, exception errors,
how to do cluster updates, and then the approval workflows,
how the system does the workflow.
And then I'll touch upon reports at the end of this,
how to run reports.
So you can access Planon through a few different areas.
One is through the division of finance and administration.
There's a link there,
and I can show you that page in a minute.
And this is a snapshot of the page.
You'll see there's a description in the middle,
and we have some training videos,
just some brief, basically, that are the same
as what we'll go over today.
And then over on the right, I could actually,
let me open that.
It would be easier to see it, like this.
So we have the key dates, the resources,
so the functional use definitions,
the space type definitions.
Here's where you'll log in to Planon this site.
We have forms that I can get into in a bit.
We have our, all of this, our user training guide
is, there's a link to that here.
And then, like I said, some video tutorials.
Then our contact information's on the bottom.
Dawn: And in the training next week,
we should have the recorded video with captioning
and this PowerPoint presentation up there as well.
-: [Michael Richards] There's a link on my UVM to Planon.
And then there's also,
on the Facilities Management homepage,
there's a link,
and they've done some real nice videos as well
on basic navigation.
I can show you their page.
You know, they have some work order videos
and service requests.
History of the project is here,
so that's another resource you can use.
Okay.
so when you click on the login,
you'll go into Planon production.
So for today's testing purposes,
I'm gonna be using our test system.
So it's not live data, but you'll go right into production,
and you'll use your UVM NetID and password.
And then this will open the homepage here.
And I'm just gonna go right into the system
at this point here.
Slide that over.
Okay, so when you log in,
this will be your home screen.
And let me just get this.
And this is the dashboard here, your home dashboard.
So these are what they call gadgets.
You'll see in the middle, and then individual widgets.
And these will be added to over time.
We may develop some more reports
that you can link to from here.
But you can see, you can customize this
if you go up to this gear icon in the right,
and you'll see this one
has a lot of them loaded in,
but to add one, you just click the plus here.
And then you can rearrange them too however you want.
So you can customize your dashboard.
So I can click and drag.
And then just to get out of that,
I would just click that, collapse that arrow.
On the left here, you'll see,
this is what's called the navigation panel.
And each one of these are called TSIs.
They're tasks-specific interfaces.
And I'm logged in as a space survey admin.
So this is a typical view
that a space survey admin would see.
But you may have other roles and Planon,
so you may see more TSIs depending on your role.
You'll also see, like some of them are duplicated.
That's because this particular person has multiple roles.
So Planon just gives you, it duplicates
that it doesn't matter, you know, which one you click here,
but you say there's two work orders, two space audits.
But on the navigation panel,
let me just get into that a little bit.
So yeah, you have your work orders.
The space audits is if you expand these arrows,
you'll see that's where you get into the space survey.
So it's space and occupancy survey.
And one thing I should also point out,
and I'll get into this on the supporting modules
or actually, on the space overview.
So in Famous, we used to call it the space inventory.
And so Planons kind of changed the nomenclature a bit.
So inventory is now called space and occupancy survey.
And the space inventory is the actual inventory of the data
that you now have access to, which is nice.
So I can come down here, the space overview,
and there's two areas here.
There's the property portfolio.
So this will give you a view at the property level.
And then the space inventory level gives you a view
at the space, actual room level.
So it's actually live data that you're able to view.
Let me show this slide.
Let me bring this back over
just to give you what things are called here.
And, all right, we'll just do that.
So each one of these areas has a name.
So it's nice to know these names
in case you have a question, you know, oh, where do I go?
And you know, you can refer to this.
But yeah, like I said,
the left panel's the navigation panel,
the center panel is called the elements list.
And then there's tabs on the elements list.
This panel's called the data panel.
So that's gonna show, you know, the data
as you drill down left to right here,
and then there's a ribbon on the top,
and then there's the action panel on the right-hand side.
So that's just how Planon's laid out,
and pretty much all the TSIs work in that fashion.
And let me just go down, okay.
So in the property portfolio,
you'll see it opened up.
This is a list of all the properties.
And we have buildings, complexes, terrain,
and parking loaded in right now.
And there's a few buttons here.
If you click the middle,
yours may open like this by default, that's tree view.
And that is organized by site.
So you could click down and each site
if you wanted to see all the properties
that belong to a site.
If you click it again, you go back to list view,
and that organizes the properties by code.
You can sort this list.
You can expand these columns a little bit.
So I could sort by code just by clicking on it.
I could sort by name.
I tend to go by code.
There's two filters at the top too.
So if you wanted to find, you know,
you didn't feel like scrolling through,
you'll see there's also multiple pages on the bottom.
So you scroll down,
and you got to kinda go through each page here.
If you, you know, wanted to just narrow that down,
you could filter by any of these fields
by clicking this arrow.
And so like if I wanted to do code, for example,
I could do a code, then there's these operators here,
I could do equals.
And then if you know the code,
or, you know, if you know the name and you searched by name,
I'm gonna do like Given E, 0073,
click the Search, and that opens that building,
so you don't have to scroll through the list.
You'll see, when the filter's on,
this is in highlighted in green.
So I always look at that 'cause if that's on,
as you work left to right,
you're only gonna see what's filtered.
So you have realtime filters in Planon, basically.
And to clear that, I'm just gonna click this Clear button.
Okay.
Let me go on to the next,
I'll go into the space inventory now.
So that's your properties.
I should also say when I click a property,
you know, you'll see in the data panel here,
we have the basic, the name of the building,
you know those work zones, a lot of attributes here,
we have an image of the building.
There's the address you can get,
the measurements are available, gross net,
assignable, non-assignable of the whole building.
There's some other details here.
If it's LEED-certified, you know, IBB rates.
So a lot of the attributes are right up front.
You'll see this also has multiple tabs.
So that there's an also a Real Estate Detail tab here.
So this has some financial data,
the year it was built and acquired,
coordinates, things like that.
So I'm gonna go back to my navigation panel here.
And now I'm gonna go into the space inventory now.
This looks the same,
but now we're actually able to go into the buildings
and view the spaces in the buildings.
And, you know, I'm gonna sort this by code.
And let's say I wanna go into 284 East Ave.
I'll click that building.
And then you'll see there's more tabs up here.
So I'm gonna go to components and click Floors.
So this lists all my floors.
So if I wanted to go to level two, for example,
I'll click that.
Then I'll go to my spaces at the top here.
And before I do that,
I should say there's data at the floor level.
Now, you know, I have that level selected.
So this is floor level data at this level.
But if I go to spaces,
and I have that floor selected,
it'll give me all the spaces on level two
in my elements list here.
So I can resize this like I said, you can move these.
And so mine opened up,
you'll see mine opened up in floor plan view.
So yours may, by default, when you first log in,
you'll see over here there's a few buttons.
So this one's data view if I click this one.
And if I click a record,
that gives me the data for that room.
So you'll see who's in it, the room, the space type,
and I can toggle that if I wanted to see the floor plan
and just click on this middle CAD integrator button.
And that opens the floor plan up.
And you'll see I have one space selected there.
So that space is highlighted on the floor plan there.
And if I wanted to highlight all the spaces,
I would just click all down on the bottom here.
So that brings up, highlights, the whole floor plan.
And you'll see by default,
the room number in the square footage is on the plan.
Now when you first open this, this one I fixed,
but these may be too big or too small, these room numbers.
So to resize them, you just double-click
on one of them and it'll open this resize box,
and you can go up or down to make them bigger
so you can see them.
And you can click none just to get rid of that highlighting.
And then in production, in test,
we've made it, if you click on the CAD integrator
in the middle here,
there's this show construction drawing layer.
We've made that,
so it's automatically on in production.
This is task, it's not turned on by default,
but that that'll open up, you know, your doors
and your windows, stairs, things like that.
But in the floor plan view here,
there's a ribbon with some controls.
I'm using the mouse to scroll in and out,
to zoom in and out on the scroll wheel.
And to pan it, I'm just clicking down on that scroll wheel,
but you can also use these functions
if you're, you know, not familiar,
if you never use a CAD system.
There's a move to the left here, move to the right,
up, down, you can zoom in, zoom out.
It zooms all like that's an extent.
So it puts the whole drawing into view.
This one will zoom a selection.
So I can click that and just kinda do a box,
can zoom back out.
The hand is the pan view.
So that moves the drawing around.
And then this button here
is where you will, you can save your PDFs.
You could either save this out or you can print it.
And any floor plan changes, send to me.
You know, hopefully we have them all in.
But if we don't, I can get those in.
And it's actually easier
if you send them to me before you start the survey
'cause then I can get them in and get them back out.
And I don't have to create a, you know,
a separate survey for you.
But I can get into that once I go over space survey.
The CAD integrator,
you can also do your own graphic reports now,
which is kinda nice.
So if I click on, expand this arrow,
and I go to space mapping in the middle here,
you'll see there's some presets.
Probably some of the most common ones
are by department or by space type.
So if I click by departments,
you'll see that highlights all the departments,
gives them each department of color.
And then it gives you this table with net area
and the number of spaces the department occupies.
And so that could be useful in your analysis as well.
Okay, and then I should also show,
let me just go through,
and I wanna make sure I covered everything.
Yeah, okay.
So in Famous, we had PDF floor plans.
We still have those.
So I'm gonna go back to my home screen,
and you could always just click on this icon up here
in the left to refresh.
That'll bring you back to your dashboard.
I'll go back to Space Overview,
click on Property Portfolio.
And I'm gonna click a property.
And up under Property Details,
there's this choice called Docs & Comm logs here.
So I'm gonna click that.
And you'll see in the middle here, we've uploaded the PDFs.
So Jeffords Hall, current floor plans in PDF.
And then if I go to my data panel,
you'll see under document details here, document secure.
This one, I'm gonna get rid of.
It won't be in production.
You can click this Download here.
And it'll open up.
I'm using Chrome to...
Now Planon works with any browser.
But, yeah, I'm using Chrome for this training.
But you'll see this opens up the static plans
that you may be more familiar with.
And what's nice with these is it's the whole building
in one file.
And also,
I'm putting in complexes, which is...
so like Famous, Planon tracks by building.
So if you have like a building like Given,
that's five different buildings, really,
but it's, you know, it's all connected.
It's in the CAD integrator.
It's only gonna show one wing of the building at a time.
So, but the static floor plans,
if you open up that complex, we have drawings
that'll show the whole complex piece together,
which is some people have asked for in the past.
Okay, so that's the back end
of, so those are your viewing, your properties,
and your spaces.
Now I'm gonna go actually into the space survey
where you're gonna make your changes.
So I'm just gonna click on the Planon icon again,
and then I'm gonna go to space audits
and choose space and occupancy survey.
So you'll see one project will open
when you're in production.
It'll be the FY24 space and occupancy survey.
This is a test we put for testing purposes and acceptance.
So I'm gonna click that.
That gives me some information on the survey.
And then I'm gonna click on the Survey Component tab
at the top.
So this is listing all the components that are tied to,
I'm logged in as Sue.
And in production, she would see everything
that rolls up to 55,000 comm.
Now, we only have a few, this was just a test survey,
so we didn't put all the departments in.
So that's tied to your user ID.
So if you log in and you, there's two things.
If you don't see this panel or the space occupancy survey,
you can email me,
or if you're not seeing the right departments,
let let us know as well, and we can fix that.
So I'm just gonna click on...
You'll see there's different icons on each component.
That's telling you the status of the component.
But if I went into, let's just pick this one, 55002,
that opens up some information.
So you'll see the department,
we have an owner, and a surveyor.
And then you'll see there's a user-defined status,
which is in progress.
And they all should be in progress
when we create them for you.
So then if I go to the next tab,
Space & Workspace at the top,
that's gonna open all the rooms
that are assigned to that department.
And I can click on a room here.
And you'll see this one, I did in the last training,
I changed that to in progress.
So that's your first step.
If I go to this next room,
you'll see the icon's a little different that's in assigned.
So you wanna change this in the status transition
to in progress.
Then you know you're working on that space.
And you'll see when I click it,
it updates it in the middle here,
and then the icon changes too.
Okay, so to actually make changes to your space,
you click on Survey Form over on the right
in the action panel here.
And I'm gonna open that.
So what's nice about this,
if any of you, you know, those of you who used Famous,
you know, that had multiple tabs on the space survey.
This puts everything onto one page.
So it has your space details in that area of the room.
Start date and the space type.
The space types are your three-digit room use codes.
And we ask you put one primary space type in.
It has departments, principal investigators,
and then occupants, and then the funding sources,
which John's gonna get into.
But, you know, space type, to change it,
you just go over here to select a value.
And then this opens up this menu.
There's several pages on the bottom, you can just change it.
You know, if I wanted to pick a, so let's say,
I'll just do a classroom for this example.
It just updates it.
And those descriptions are back
on the space survey homepage.
And right here where it says under key resources,
space type definitions.
And we have a whole list.
If you have a question you can send us, you know, an email.
But there that list is pretty comprehensive.
It has good descriptions.
Departments are all the departments that sit in the space.
And once again, same as Famous.
Since we went to IBB, any department changes,
if they're between responsibility centers
or between a responsibility center and a support center,
they have to be provost-approved.
So those require a transfer request form,
which is also, there's a link to that
on the page here under forms right here.
And those should all be entered.
We went in and put those in.
But if there's one that you see, let us know,
and we can process that.
But we ask
that you really shouldn't remove other departments
or add other departments unless you're at the dean's level.
And you can change those, you know, departments
that roll up to your college.
But to delete, you just click this X here.
And that'll take it out to add a department,
you just click Add Department, see it adds another row.
And then I go to my Select a Value button.
And this lists all the departments.
You can narrow it through the filter up here if you want,
or if you want scroll through.
I'll just, for this example, pick this.
You'll see it adds it,
and then it's gonna require a percentage.
And these have to add to 100.
You can either weight these, if they're evenly distributed,
you could hit this assign evenly, which does 50/50.
And then I'm gonna leave the functions for Dawn in a minute.
And then principal investigator works the same way.
And then occupants, to add occupants,
you just click Add Occupant.
And it opens up a new row.
You can go select your occupant.
So it all works the same.
Select a value, here's the list of all the employees.
And you can search by any of these fields.
Last name, first name, NetID.
So if I did last name, for example,
equals, I'll just do me here, click Search.
That'll narrow down my list.
So I can just pick myself, click OK.
It adds me, and then I would add my department.
And I'll just say,
and these are the two departments we have up top.
And I'm just gonna put that one in for now.
And then you would do your percentages,
and I'm gonna hand it over to Dawn at this point
'cause there's some links
between the funding sources and the chartstrings
that Planon has that Famous did not have,
which is gonna make the process easier.
Dawn: Thank you.
All right, is everybody seeing my screen here?
-: [Michael Richards] Yeah, I see it.
Dawn: Looks like somebody had a hand raised.
Do you wanna-
-: Dawn, good morning, it's Brit.
I just had a quick question about entering people
on, entering occupants on the space survey.
If we have space that's hoteling, so people are rotating
through just based on their assigned days to be on campus,
do we just enter their percentage
based on how many days they're on campus?
Dawn: Yeah, we have examples of those.
So once we get into the functionalization,
we'll get into like who to enter
and how to weight them and all that,
so, we will get there.
-: Sweet.
Dawn: I appreciate that you're ready to go.
-: Yeah, thank you, appreciate it.
Dawn: Okay, so you know the way Mike described, yeah,
you just click the Add Occupants button.
And so I wanna point out that we are putting in occupants
who are there for the entire fiscal year.
So if you had an occupant who was there
for six months of the year, and then left,
and then you hired another occupant,
you would put both of those occupants in there.
So whoever used the space during that fiscal year,
you would account for them in this space,
not just a snapshot right now, who's in it right now,
you may need to account for everybody
for the full fiscal year.
One of the things Mike,
you notice when Mike was doing it, it populated,
it originally had what was in there from last year.
So it'll bring in the occupants,
and it'll also have the start date of the fiscal year.
But as you're going through this
and adding your occupants,
it's gonna default to today's start.
The start date would default to today.
We actually aren't using the start and end date
at this point in time because of the fact
that we're doing the full fiscal year.
So you don't have to change that.
You can just leave that be the start and dates
on the Occupant row.
If it helps you for any reason, that's great,
you can use it.
We are just aren't doing any reporting on that.
So don't worry about that.
There's kind of two ways to do a lot of these data entry.
So like I was showing you like clicking
in the list of values,
and then you could do your search in there.
But if you double-click on these fields,
it'll open up a data tab that you can just start typing.
So with Michael's example,
there's a lot of people with the last name Richards.
And so that might be a good example
where you're gonna wanna come in and do the search this way.
But you can also try to just do it quickly
from the search field and start typing.
For those of you who don't know
what a principal investigator is,
those are really more our academic units
for the most part that have outside funding
from sponsored projects.
And so that the person who puts in the proposal
and is awarded the external funding
is called a principal investigator.
And we have a negotiation
with the federal government each F&A cycle,
so approximately every four years.
And during that process they're gonna come back,
and say, all right, give me all the spaces
for this list of principal investigators.
And really the only way for us to get the spaces
related to the people that they select
is through the space survey
and entering that information.
So we have created a quick link to it.
So as you're putting in your occupants,
you kind of just kind of tab across,
you enter your information, hit Tab,
and you'll go to the next field.
So you wanna put in the percentage of their time
in the space for that department, tab over,
and you can just put Y or no, and enter,
or yes or no, either way works.
And then if you put yes,
it'll automatically insert them up top.
However, if you end up removing a person,
it isn't dynamic enough to know,
all right now remove them
from the principal investigator section.
So you would have to manually remove them
if by accident you were doing the wrong room
for instance, and realize you needed
to change the occupant and the PI.
Just go come up here and you just exit out.
You can also manually add them as well.
So if, for instance, you had a principal investigator
who has equipment only in the room
that's still being used by occupants,
but that principal investigator's no longer using
that particular space.
There's a few cases like that but not many.
But you do have the ability to manually add.
For the principal investigator section,
we actually kinda wish we got rid of this percentage
'cause it doesn't matter up here.
We just need to know which spaces they oversee.
So in this case, assign evenly is perfectly fine to do that
'cause it doesn't matter what the percentages is.
If you have the occupant percentage entered
and then go and put in, yes it'll carry up here.
So in this case, it would've automatically put in 25%
for Philip in that case.
But it does need to add up to 100%.
So assign evenly, we'll get you there quickly.
The other thing I wanted to point out
in terms of occupants
is that if you have multiple departments in a space,
the occupants per department need to add up to 100%.
So basically, we're trying to figure out
for the department of medicine in this department,
how did their occupants use this space?
And this isn't gonna be their home department.
This is driven by the departments
at the top of the form that Mike was showing you earlier.
So in my example, I had a shared space
for medicine and pathology,
and so you need to assign it to those two,
and that'll automatically help calculate the functional use
for your department
if, unless you have any manual adjustments
that we'll get into.
So if you have three departments in here,
total occupancy would end up being 300%,
but 100% per department.
And the system's gonna stop you from being able to save this
unless that happens.
If you come back into the space after saving it,
sometimes it reorders all of these,
and you may have saved it but need to come back
and make some edits after you got some clarity on an issue
that you weren't sure of for instance.
So if that happens,
you can hit this Sort By Department button,
and it'll resort them
so you can make sure you're, it'll make it easier
to make sure you're 100% occupancy,
especially for those spaces that have a lot of people
in them, like a lot of the labs.
There's also still some placeholders like we had in Famous
where you have unfunded students
and affiliated organizational employee.
And then we also have a new one called recharge center
because in the past, the chartstrings
that supported the functional use of the space
was on a different tab.
Now, you'll see in a second,
we have it actually tied to an occupant row,
and it's a lot more efficient now,
but if you don't have an occupant,
say like the Davis ballrooms
don't have occupants assigned to them,
you really have the public and anybody
at UVM renting those spaces
so that you would just put in a recharge center UVM,
and then you'd put in your income expense chartstring.
This just goes over everything I just mentioned
for anybody who's looking at this later.
And then, so I'll get into the chartstrings now.
So yeah, I think we captured everything there.
And so like I was saying,
chartstrings really should be entered for every occupant.
It'll kind of speed things up for you now
as opposed to how tedious it was in the past.
Any of you guys who were doing this in the past know
that it was really painful to put in your chartstrings,
and that's really not the case anymore.
So now Planon contains all chartstrings
for each funded occupant in a space,
and it's pulling that information in nightly,
and it's pulling in what was used to pay that occupant
in the last 18 months.
And the reason we have 18
is 'cause we're gonna do our QA
once all the space data is done,
and it takes a long time to do that.
And so we may be reaching out to you
in October, November, December,
and going over some of your space details.
And you may need to go back in and make some edits.
Hopefully, only a few
because we know this isn't your most fun activity to do.
But we wanted to be able
to have the chartstring still available for you to use.
There are three ways to do it.
You can add all occupants,
or excuse me, all chartstrings for an occupant,
add a selected chartstring, or add a manual chartstring.
And so I'll go over those now.
So I do have slides for that
for anybody who's looking at this after.
But I am just gonna go into the system
and show you how to do that.
And so just as a reminder what Mike did.
So you come into space audit, space and occupancy survey.
You click on the survey.
Right now, we just have the one in the test environment.
It's gonna display your departments
that are tied to your NetID,
and then you're gonna click your spaces.
So let's see, let's just pick one I haven't started
with any of our testing here.
So you'll see it's in assigned statuses,
Mike went over earlier.
We'll change that to in progress
'cause we're not working on it.
And so that's kind of a way to see, all right,
well, if you don't complete it right now,
once we're done, so one of the others, go back.
So once you are done,
you'd come back and you'd hit the Complete,
Completed by Surveyor.
But if you leave it as in progress,
it's kinda like your draft status.
And you'll see it brings in information
from the previous fiscal year.
There are no chartstrings just 'cause it was never tied
to the occupant in the past.
And so it's really starting from scratch
for the chartstrings.
But you'll see here,
if this occupant is the same occupant that was here
as last year, you can go ahead
and you can click Add All Chartstrings.
And so it's gonna bring in everything for that occupant.
But you do wanna go through
and evaluate really what happened in this space
when the occupant was in here.
So you're gonna get to the point
where you have to really look
at the space functional use definition sheet.
So I'm gonna bring that up
and just kind of walk through that.
So this'll tell you, we have our space functional use code,
and it ties to, for the most part,
PeopleSoft functional classification.
So the function field and our PeopleSoft chartstring.
And so like organized research space function code 22.
It needs to be tied
with these four PeopleSoft function codes
in the chartstring and vice versa.
And we'll get into really the requirements
of that a little later on
when we get into the functionalization.
But I point that out now,
just 'cause it's important to understand what to include
in particular spaces.
So right now I'm looking at a research non-class lab
in this example.
And I can see, I personally know, all right,
311 is organized research,
201 is your instruction chartstring,
as well as it's also a department suspense.
So the 0010 signals department suspense.
And so that means it's not really the final destination
for that person's payroll that got charged to that.
And so that's one that we would ask
that you're not including in your space survey chartstrings
because ultimately, the department suspense
should be zeroed out at the end of the fiscal year
and moved to the correct chartstring.
So department suspense should be removed anything
from the prior fiscal year.
So if you have any sponsored projects
that have terminated in the prior fiscal year,
and they didn't work on it this year,
you would wanna remove that as well.
And so anything that didn't happen in this space.
So even though if say this hadn't been department suspense,
and it was their instruction,
chances are they're not doing instruction in a research lab.
So it's not taking your occupant
and putting them in all of their spaces
and mirroring their distribution in all those spaces.
It's really trying to understand what did they do
when they were in this room,
which we'll get into in with some examples in a little bit.
As far as the chartstrings though,
when you click Add All,
it will essentially be 0% when you come in.
I really caution doing assign evenly
unless the person had one chartstring.
This is a great way to just put in the 100%.
But if we're doing assign evenly,
it's going to really skew the functional calculation
for this space 'cause it is automated now
unless there are any manual changes that need to be made.
So it's important to have the occupancy percentage breakdown
among your occupants in a space as accurate as possible,
and then have the chartstringing breakdown
for each occupant as accurate as possible.
And we know it's not an exact science
so we just ask that you do your best
and get an understanding of what's happening in that space.
So, and here like I would remove their department
or their instruction in this case,
and I'd ask, you know, all right, you have this 401
is public service, did that happen in this space?
And so you remove it that way
or we can add another occupant.
Mindy, I know you're here today,
but I'm going to use you as my example here,
and we're gonna say
that you are 80% in this space,
and we're gonna say that this occupant was 20%.
And so I'll show you here,
yes, and now, populated Mindy up here as if she were PI,
but it's at the 80%,
and we can just say assign evenly to get to your 100%
for the PI.
I do need to assign the department,
otherwise, the calculation won't work later on.
And now I just want to add a particular chartstring.
So I can come in here, do add chartstringing,
and I can search and it'll default
to select from available chartstrings.
And again, I dig down a little bit deeper to that list,
and it'll bring in all of our chartstrings
that she was funded from.
But I just want the one, and I'd come in here.
And then I, again, select, okay.
And so that'll bring it in here.
And so for her, this was the only one she worked on.
So that's a good example
of where we'd wanna just do that 100%.
And here we can do 50.
And so I'm just gonna wait these differently.
And you'll see Mindy
has a 0601 program code.
So like I said earlier,
most of these are gonna drive our functional use
based on the function code of the chartstring.
But for VCHIP,
there's a specific F&A rate that is for VCHIP.
So we have to track those separately.
And that's driven by the program code.
Anyone with income expense.
So the Fund 150, that is driven by the fund.
And so either of those two
kind of automatically pull it up in here,
and we'll get into the functions a little bit later.
But here, it's gonna give you the suggested function codes.
So you're gonna see here, it's saying public service
based on the 401 we found here.
And you'll see it initially had department research,
but neither of these occupants right now
have department research.
But for argument's sake, I'm just gonna save this.
See because I pulled in that VCHIP now,
is a little bit over 100%,
and it's gonna prevent you from doing that.
So chartstrings by occupant need to be 100%,
occupants per department need to be 100%,
functional use per department,
like everything needs to be 100%,
and it's gonna prevent you from saving
unless you correct that,
and it's gonna tell you where that is.
So now I, correct me that correction so I can save that.
And actually. (speaking faintly)
The final option was...
This was last week's presentation.
So I'm gonna just add Mindy again, the other option.
Actually I'll do recharge center.
So you just type that in.
We could say this was 80% and medicine.
And so you can do, since there's no occupants,
if I do add chartstrings, it's not finding anything
'cause there's nothing tied to that.
So you can do add chartstring,
click the button, and then here,
you can do create new chartstring.
You actually don't need account and a few other fields.
You need, these that I'm filling in here,
like account department.
This would be a Fund 150 for our auxiliary
or income expense.
You probably have a source code that's specific to that.
But I'm just for argument's sake,
I'm moving on for this, so.
So function.
I always do usually my instruction.
So this isn't a great example for income expense,
but you'll get the point of just adding in all your fields.
So you actually don't need project PC business unit
or project ID if you don't know it.
And we ask that if you do know it, you include it.
But if you're putting in a placeholder, for instance,
for any nine-month faculty
that are gonna have summer salary,
and that project isn't set up for summer salary,
but every year, you know, it gets set up the end of June,
it's a Fund 311,
you could skip the project but still include the function,
and then it'll help the system calculate
what that total functional use for your department
is based on the occupant's complete funding anticipated
through the end of the fiscal year.
And then I'm just gonna fill in these down here.
So this is an example of, it's a lot quicker
to enter in your chartstrings than it was in the past.
You can also, if you're not sure,
you can look up using the search features
like any other fields here and you press okay.
So that's an example of the three different ways
to add chartstrings.
Just check in, see if I've missed anything before I move on.
Nope, so I got all of those.
I'm gonna jump back into the presentation.
All right, so now we're gonna really get
into the functional classifying functional space usage.
So again, we talked about how the square footage costs
are used to fully burden the income expense activities.
So it's important to have the Fund 150
and the proper space functional use
for all your income expense spaces,
which is function space function code 60 for auxiliary.
So that's how it's used.
It gets, again, used for allocating costs,
square footage costs for IBB.
And then what we're gonna get into is really
for the F&A rate development.
And so for those of you who aren't familiar what F&A is,
it's the facilities and administrative costs,
and they are for costs incurred
for common or joint objectives
and cannot be identified readily
and specifically to a particular sponsored project,
instructional activity or other institutional activity.
And so the administrative piece,
or you have your general administration,
department administration,
sponsored project administration,
and student administration services,
and that's capped at 26%.
And so UVM, like pretty much all the institutions
of higher education in our country are above the 26% cap.
But the federal government says
that's all we're gonna pay you.
Despite the fact that the regulatory environment,
which we work under is the administrative costs are growing.
They are not budging on their willingness
to pay more than 26%.
But the facilities piece, we have building depreciation,
moveable equipment depreciation,
operation and maintenance, interest and library expense.
And so those are uncapped
in terms of, so those are our facilities costs.
And so since those are uncapped,
we really wanna make sure we're capturing
as much of those costs
in the appropriate F&A rates as possible.
And I'll get into some an example in a minute,
but I just wanna point out that F&A
is one of the largest revenue sources at the university.
And so it is a pretty important deal
that the work you do in this space survey is important.
So I know it seems tedious,
but we really appreciate all the hard work you guys do put
into this 'cause it does have a big impact
on the university.
And just for instance,
1% on our organized research rate
could be equivalent
to about 3/4 of a million dollars per fiscal year
depending on how much research we have per fiscal year.
And so we wanna make sure we're max,
our goal at UVM is to maximize that,
so we're recouping all of the costs as best we can.
And so the facilities cost of the F&A rate
are allocated based on the results
of the space functional usage.
So really what is the square footage statistics per building
based on the different types of functions
that we have in the spaces.
And the federal regulations require
that the allocation of facilities cost be based
upon functional use of space, which is what we do,
and we get that from the space survey.
And the federal regulations also require
that the allocations be properly documented
in sufficient detail for a subsequent review
with our cognizant federal agency.
And so this space survey provides that documentation,
and we do meet with the federal government.
They used to walk our spaces before COVID.
Now it's all virtual, but they will meet with the PIs,
they will meet with the department administrators,
and they'll go over, you know, who was in the space.
They'll wanna get funding information,
they'll wanna know what each of those documents we're doing
in this space.
So what you are doing is capturing all that information
that the federal government asks us.
And so just to get an example
of, you know, how we use this information.
I'm gonna focus on operations and maintenance expense
out of the facilities the cost group.
And so, for example, a previous fiscal fiscal year
had $73 million in O&M expense.
And so we wanna know how much of that O&M expense
to allocate to organized research, for instance,
to be able to charge the federal government
or really any external sponsor
for the work they're basically hiring UVM to do.
So when we're doing these research projects,
they've hired the university
and that principal investigator to do that work.
And so we need to know what are the true costs of that
other than the direct, you know, payroll for that
or the direct supplies for that research project.
And so in terms of facilities costs,
we would say, all right, well, we know seven million
of that O&M expense was for the, excuse me,
for the given complex.
And based on the space survey,
we know how the functional use of that building broke down.
And here's an example of a Given Yard.
And so out of all space usage for that building
for that year, 37% in this case was organized research,
which I'm gonna focus on.
And so we take that seven million,
and we allocate it based on the percentage by function.
So essentially 2.5 million of university costs
for operation and maintenance was used
to conduct research in the Given Complex.
And so it's university's goal
to try and get the sponsors to pay their fair share
of that expense through the F&A rate.
It's the federal government's priority
to pay as little as possible,
but we really want them to pay their fair share.
So that's where we use this information
to develop our F&A rates.
And we can't do that without the space surveys.
Joanna: Dawn.
Dawn: Yes.
Joanna: It looks like Michael Brevent has a question.
Sorry, Mike, I just saw this.
Dawn: All right.
Michael Brevent: Yes, I have a question related to spaces
that we manage but are not part of our department.
And when you put that in,
it would probably fall under recharge center.
And when you select a chartstring
that is not your departmental chartstring,
would you put that into the enter a chartstring section?
-: So is it recharge? -: I can give an example.
It'd be a recharge center.
So let's say Waterman Memorial Lounge.
It's a general university space.
Our department manages the space and we do cover it
under the space survey, but the chartstring
would not be our departmental chartstring.
Dawn: Yes, so if it's used partially
for auxiliary, the portion,
so you would probably have some of that
as like general administration, I would say
'cause you have a lot of UVM- -: It would be 100%
general administration.
Dawn: Yeah, so if none of it's being billed out
for external use, either internal use,
like for departments having to be charged to use that space
or getting or charging the public to use that space,
then you wouldn't put auxiliary function code in.
You would just be putting in general administration.
And so in that case, since there's no occupant,
you don't need to put a chartstring in for that one.
We'll get into chartstrings in like three or four slides,
but I didn't really get into the specifics of that.
So if you don't have an assigned occupant,
and it's not one of the ones on the chart I have up,
it's okay, if you don't have a chartstring.
The system will allow you to do that.
So it sounds like I got that.
If I didn't, let me know.
All right, so the key to functionalizing space
is what we say, you know, the space has to align
with the base.
So the space, how you functionalize that needs to align
with how the salaries and wages of the occupants are
in the space.
So really what supporting,
what supporting data do we have
to defend how we functionalize that space
since it's really finding out,
you know, what is the space classification aligns
with the functional description
in the occupants chartstrings.
And we're doing this for the full fiscal year,
which we mentioned earlier.
So accounting for all occupants throughout the entire year.
So July 1st through this June 30th.
It's not advancing. There we go.
So some critical success factors.
You really need to get firsthand knowledge
of how the space was used during the fiscal year.
So sometimes, it's a matter of getting your floor plans,
walking the space, getting in touch
with the people using that space
and finding out exactly who was in there
throughout the full fiscal year,
and getting information about their FTE
so that you know how to weight them appropriately
in terms of percentage of occupant use for the department.
And it's also important to ensure
that you're accounting for any non-paid individuals
such as unfunded students or volunteers,
they absolutely need to be accounted for.
And even if you have occupants
from other departments using your space,
you need to account for that as well.
And maybe sometimes you need to wait until June
to complete a couple of your rooms
because you will have summer researchers,
and you don't know how they're funded yet,
or you're waiting on new hires that aren't known right now
that would be using it for May and June,
which is significant enough.
If you're hiring somebody,
and they're gonna sit in that room
for the last week of the year,
like that's gonna be immaterial.
But if you have somebody that you're anticipating
for like a couple the next two months, 2 1/2 months,
then you might need to wait until that information is known.
but move along to the other ones that you can at this time
so you're not doing it all at the very end of June.
Next, you know,
determine the functional activities performed in the room
and information on the funding sources
related to those activities.
So such as grants, contracts, department funds
for research or instruction.
And so step two, once you have determined,
you know, who's in the room,
you wanna determine how the occupants were funded.
People, sorry.
Planon, again, will bring in those chartstrings,
but you wanna know which ones were appropriate
for this fiscal year.
And then furthermore, which ones were appropriate
for that particular room.
So really step three,
determine which of the occupants funded activities occurred
in each of the rooms they occupied during the fiscal year.
A lot of times you have occupants who are gonna show up
in multiple rooms.
We would expect that.
And so the example below, you have an occupant
who has an office, a class lab and non-class, excuse me,
a class laboratory and a research non-class laboratory.
And so we really need to drive home
that we're not mirroring their distribution
in all three of those spaces.
It may be that their office space that they do all of that,
if they have instruction
that they are in their office having office hours
and working with those students
and doing the instruction space there.
They may, especially civil investigators, these days now,
spend actually very little time in the lab
from what we've come across in our interviews
with the federal government
is that they got into research,
they're now really active research faculty,
and that they've trained enough people
that they're not really doing a lot of the research.
So in the lab, and they're doing a lot of the analysis
in their office.
But you really wouldn't have research in a class lab,
and you wouldn't have instruction.
And for your PI and a research non-class laboratory,
there's some caveats to that and really knowing
what they're doing.
You'd wanna reflect exactly what they tell you.
So if they say, "No, I did do some instruction
in my research lab," put that.
We wanna be honest.
The other tools to help you
are that space functional use definition sheet
that I showed you earlier.
And please refer to the space survey user guide.
This presentation will be up on the website.
Like I mentioned hopefully by early next week,
but it really aligns with the user guide,
and the user guide will reference you to another section
and you can click the link and go right to that section.
So that's really your main source of information
to refer back to.
And then in that user guide, the end of it has a checklist
of kind of just ways to kind of organize you
before you dig into this.
So getting your floor plans so you can easily see,
which rooms you're talking about,
getting your funding information and more.
You wanna save your documentation such as room logs,
room assignment lists, and any interview notes used
to assign the functional use of the room
so that you can refer back to that
if you are your department is selected or PI
is selected from your department in any of our reviews
with the federal government,
and just if we, when we're doing internally doing our QA
of the space data in the fall after this is complete,
and something doesn't look right,
we'll come back to you as a starting the surveyors
as a starting point to help us understand
how you came to your conclusions, and what was entered,
and have discussions from that.
So any notes you have, should keep those.
And it's especially true
for any rooms coded 100% organized research
'cause the feds will definitely dig into those
and really wanna try and pick that apart.
And so we really need to be able to defend
that no, it was truly 100% organized research.
And then space involving non-institutional agency.
Just hang on to it forever basically.
So any bond associate activity requires
that record attention be for the life of the bond
plus three years.
And the bonds are generally 30 years like a mortgage.
And then if we refinance a bond, we still have to keep that.
So if you have any of those spaces,
you might have already worked with Jenny Brittenham-Jones,
but just hang on to your documentation.
I alluded to before that we needed to have certain,
there's certain checks and balances in the system
to make sure we have the correct chartstrings
with the correct functional use codes.
And so the ones here,
this is kinda your cheat sheet of what the system
is gonna require you to do.
And so from organized research down.
This is a two-way check.
So if you have space functional code,
functional use code of 22, it's gonna require
that you have these chartstringing requirements.
So these four function codes and vice versa.
If you have in your chartstrings any
of these function codes, it's going to require
that you have the space include functional use code 22,
and it'll give you a waiting for approval
or an exception issue if you don't have both of those.
Again, program VCHIP is run by the program code
and auxiliary services for income expense is by fund.
The rest are by function code.
The caveat to what I just said of this
is that instruction department research is a one-way check.
So if you have these function codes,
it requires this space functional use code.
But if you have this space functional use code,
it can be saved without, like it's not gonna require you
to have these function codes
because there are some caveats to each of those.
For instance, departmental research,
any faculty on sabbatical,
if they're using their space during their sabbatical,
then you would allocate that to department research
is basically the department's funding that,
and that would have a chartstring function code of 905.
905, I forgot to mention earlier, does not map
to anything in Planon because it can be for multiple things.
Everything else and Planon should map.
But 905, like some of my salary goes to 905
for my work on gathering all the benefits costs.
Some people in HR have 905 as well.
And so that example would go to general administration.
The example I just gave earlier of somebody on sabbatical,
that would go to departmental research.
And then you also have when individuals
are on a leave of absence, like FMLA, paid leave of absence.
They would go to a 905.
And in that case you wouldn't want to include that
in any of your spaces if they're on a leave of absence
for a 905 because they're not doing anything in their space.
It's not funding anything that's happening in our spaces.
So that's another example
of a chartstring you'd want to remove
if that's what it was for.
There are some times
when you would have these function codes
or something just a PeopleSoft function code
that would map to something,
but you would have to do an override.
And these are some examples.
It's not an exhaustive list but like 53 for grounds
and police administration, 55 for museum, and so on.
So like I said earlier, the form is gonna default
to what you have used in the past
for the space functional use code.
And so even when you bring in your occupant
in the chartstrings,
it's gonna give you the suggested chartstringing,
or excuse me, the suggested space functional use code
based on the chartstring.
But take a look, if you're Fleming Museum,
and you have a space functional use code of museum,
you should keep that.
So it does require some thought to figure out
if it needs to be overridden, and if what is pulled in
from the prior fiscal year makes more sense.
The rest of the space functional use codes
on that sheet that I directed you to on our resource page
doesn't require a chartstring,
and can be saved without it.
So the example we just had before
of the lounge in Waterman,
there are no assigned occupants
and that would go to general administration,
and it that doesn't require a chartstringing,
and which is good 'cause there's no occupants in those.
Our classrooms, if your department has a classroom,
I think most of them are to the registrar's office,
but you might have one, you could just put unfunded students
as the occupants and then put it to instruction.
And that's example of where it wouldn't have chartstrings.
Anything with function code 99 requires
that you reassign it, the system's gonna give you a message
that you're out of compliance with that one.
And basically, that's any new spaces.
If you had a major renovation in your space
or a new building was constructed,
and you're assigned to a new space,
Mike and Joanna don't know what the functional use
of your space is.
So it build us default it to 99,
and you're required to make that change.
All right, I'm gonna start getting into some examples.
So hopefully this, any of you guys that have questions,
this is where we'll address those
of which occupants and what to do with them.
So the first one is an inactive area.
And in this case, the room was active
for five months of the year only,
and then four months was used for organized research
from one occupant,
and then one month was used for departmental research
for a different occupant.
And so you wanna focus on, in this case,
on how the space was used when it was used.
You don't actually account for any of the unused time.
You would just say, all right,
four out of the five months is 80%.
So this first occupant used it for 80%
of the department's use.
And we'd pull in her chartstrings.
It could be 10 chartstrings, it could be one,
and you would wanna, again,
especially if they heard different functional uses,
you wanna make sure your percentage breakdown
is appropriate based on their use.
But in this case, both were organized research
with function code 311.
And so this would all map to organized research.
The second occupant, excuse me,
was one month out of the five
or 20% of the department's use of that space
when it was used and all of their chartstrings mapped
to 291, which maps to departmental research.
And so this was an example
of how you would could set that up,
and this is what it would map to
for your functional use breakdown.
For this example, in another inactive area,
room is inactive for all 12 months.
And in this case, you would not include any occupants
because nobody was in there,
and you would select functional use code 81 for inactive.
The system will not let you use this function code
unless it's 100%.
So even if you try to do a space partially inactive
for a year, it's not gonna let you
because again we wanna functionalize it
based on how it was used when it was used
and only used inactive if it's never used
during the fiscal year.
For an administrative space,
and this includes an like telecommuting.
So we have an occupant.
In this example, that is a staff member
who's one activity in this space
is to provide departmental administrative support.
The occupant salary is funded by one chartstringing.
In this case, it's a 501.
And the occupant says,
"I only use my space two days a week
and telecommute three days a week."
So really just how is it being used when it's used?
And it's only used by this occupant
regardless of how many days this person uses it.
And so in this case,
it's still gonna be 100% department administration
based on this function code of 501.
And so Brit, you had an example, I think, of hoteling
where you had a few different occupants.
And so in that case, you would list each
of the occupants that used to the best of your abilities.
And if, so say some of them used it two days a week,
the other one used it too, and another one used it,
you'd kind of just wait the use of that space.
If you have a space
that isn't really strictly like three people,
and it's a constant rotation of individuals,
are they all using it kind of generally the same?
And in that, like Brit,
you might be general administration for years for instance.
So assessing what is appropriate.
And if you have specific questions later on,
we can get into those and definitely reach out to us
during the process with this.
We do need to do a lot to get through.
So I know there's probably a ton
of different hoteling situations,
and we can address those kind of one-on-one
'cause they're all gonna be unique.
For this example, I have an income expense
where the occupants,
we have one occupant in the room, sorry,
and this is a staff member whose one activity
is to provide income expense services.
However, this occupant is funded
by two different chartstrings.
And so when you click the Add All button,
add all chartstrings and two of them come up,
one is a fund value of 150 and the other one's a Fund 100
with a function of 201, which is instruction.
But in this case you had a conversation with this occupant,
and they're only doing the income expense activity
in this space.
And so this would be an example
where you would remove chargestring number two
because that didn't fund activity
for what they were doing in this space.
And just leave structuring number one
for the income expense activity, and that would align
with the space functional use code 60
for auxiliary services for 100%.
We have a non-institutional agency example.
So in this case we have a non-UVM paid visiting professor
who uses a research lab
to collaborate with the UVM researcher
during the fiscal year.
And the two occupants share the research lab space equally.
And in this case, the UVM occupant
was doing organized research.
And so we would put that as 22 organized research
for 50% 'cause that's 50% of how the space was used
by that, or total because the occupant used it 50%.
But the non-visiting, excuse me,
the non-paid visiting professor,
we would put in as a non-institutional agency space code,
function code 72, and we'd wanna retain those records.
This is an example of how it would look.
So you'd name your occupant here, 50-50 split.
It's affiliated, organized employees,
how it appears in the system.
The UVM individual was a PI in this case,
had it to both the, assign it to the department
that owns that space.
And you have the chartstring or multiple chartstrings
if needed for the UVM occupant.
And that'll map up to this here,
but then you need to manually select
the 72 non-institutional agency in this example.
All right, so getting into our research labs.
So we have a lab with two occupants,
and the first occupant works in the lab for 40 hours a week,
and that's a 1.0 FTE.
And they work on organized research.
And then you have a second occupant
who only works 20 hours per week,
and that person is considered, is a 0.5 FTE,
and that one's paid from departmental research.
And so the way the methodology you can use for this
is, all right, how many hours collectively
did these occupants use, this space for?
And so that would be 60.
And so the first occupant used it for 40
out of the total 60 usage hours or 67%
for organized research.
And so your space would align with that.
So you'd assess 67% organized research with space code 22.
The second occupant used it for 20 hours
out of the 60 or 33% of the space usage
on departmental research.
And again, your space breakdown would be 33%
for department research under space code 22, excuse me, 11.
I was looking above.
For this lab example, you have four occupants in the lab,
and one is the PI, you have a lab tech,
and you have two grad students who occupy the lab.
An extreme example,
this one uses the 100% funded activity
in the room was paid by organized research.
However you are aware of or you were informed
that the grad students actually use the lab
for some study time.
So you know, they may run experiments
and have to have some wait time while they're running,
and they're gonna utilize that time
to do some studying while they're there.
And so we need to make sure we're accounting for that.
So you'd wanna get a sense
of how much of their time in there
was really studying time.
And you'd wanna put that in as instruction time.
And if you want to allow the system
to systematically calculate that for you,
this would be an example of for those grad students,
you could put in a manual chartstring
with a 201 placeholder for instruction time.
And so it would wait the occupants breakdown
of percentage with their chartstring percentage
and include an appropriate amount
of instruction in there.
And reach out to me when you're doing something like that
if you want an example of that.
And then we have a lab service room.
So in this example,
so we wanna really, the functional classic,
I'm gonna take a sip of water.
Sorry, so the functional classification
of the lab service rooms really need
to follow the lab groups that it serves.
So when multiple lab groups are served,
classify lab service space
by the collective assignable square footage
of the labs it serves.
So for a simplified example,
the first lab we'll say was 100% departmental research
and 300 square feet.
The second lab group is 100% organized research
and that one was 200 square feet.
So kind of similar to the hours that we did
when you had multiple occupants with different FTEs,
you have different size labs being served
by this lab service room such as like a cold room,
for instance, or an instrument room.
You would determine, you know, what's the square footage
of these labs.
Collectively, it's 300 square feet.
And so lab group one is 1/3
of the total assignable square footage
that's being served or 33%.
And that lab was departmental research.
The second lab was 200 out of the 300 square feet
that was served or serviced.
And that is 2/3 or 67%.
And that one used it for organized research.
And so you would have that breakdown
for your lab service room.
But again you do need chartstrings,
otherwise you're gonna get into these exceptions.
And so I have a suggestion for that here.
I can do this after the presentation too
'cause we still have a lot to get through,
but I just wanted to explain it quickly
in case anyone can't stay after.
So really, you wanna complete your lab groups first
to determine the functional breakdown of the lab groups.
So like the 100%, 100% in this case.
We know chances
are there's gonna be multiple functional uses per lab,
but you wanna do those first,
and then determine the assignable breakdown per lab.
So let's just say Dr. Smith was lab group one.
So you could enter in Dr. Smith as an occupant
at 33% of the lab services use.
And then put in chartstrings
that represent what the functional breakdown
of his lab were.
And so you could just do manual chartstrings.
In this case, you would do one chartstring,
manual chartstring that represents a departmental research
for that occupant, or really that occupant
is representative of his lab group.
And then the second occupant,
I think I said Dr. Smith was the first one.
So Dr. Jones is the second lab group.
You'd put Dr. Jones in as an occupant at 67%
and put in manual chartstrings
to represent what his lab group's breakdown was.
In this case would be a manual chartstringing
to represent organized research,
and then the system will calculate
your functional breakdown for that.
You do need to put in analysis
and your summary, analysis summary in the comment box
of the lab service room.
So in that data panel
that Mike was showing in the beginning,
there's comment fields in there
that you can put your comments and save there.
I'll show that a little later.
I think we're getting to towards the end
of these peoples though.
And then I'll get into how the system does this.
So in this case, I really wanted
to get into an example where you had a dual appointment.
And so in this case, you had a chair
who was 0.2 FTE as a professor position
with the 50-50 breakdown between organized research
and departmental research.
And then their second position is a 0.8
for the department chair,
which that position is 100% department administration.
And so you wouldn't want
to put 100% department administration for this individual
because they have, it's a dual appointment.
They have more functional uses
that are going on in their office.
Again, you'd confirm it with them,
but you would wanna really do a breakdown.
So in this case, we're talking about a 12-month employee
and they're using it for 12 months.
And so you'd wait the 0.2 FTE
times the 50% breakdown
for that professor position.
So the 0.2 times the 50%
is really 10% of his use for organized research.
And again, 10% would go to the department administration.
And then the 0.8 FTE was 100% to department administration,
which really represents 80% of their use.
So this is really how you'd do the weighted average
to get your 100% breakdown for their use of that space.
And this is an example of how it would look.
You'd put in your occupant their percentage of space
and then you'd put in the chartstrings,
I just did three, so I could put it on one screen,
but chances are they might have more,
but the final breakdown and weighting
of their percentages per chartstringing
and then the system would carry
that through to the functional uses.
Okay, so I'm gonna get into doing a demo
of actually how the system does the functional use for you,
but just as to make sure I cover everything.
So the system does require that you add one at a time.
So it's not gonna just populate that field, unfortunately.
It would be much nicer if we could,
but it's still much more user friendly
than it was in the past
to be able to give you the suggested use
and do the calculation.
Again, the system will automatically count the percentages
based on the occupant percentage in the space per department
and the percentage of the chartstrings.
So again, if you end up using the assign evenly
for those fields, your departmental space
is going to be off, and we're gonna find that during our QA,
and we're gonna have to sit with you guys and go over them,
go over your spaces and have you redo it.
And we know this isn't a fun activity,
so I just really caution you doing that
'cause we don't wanna have to make you guys do that
a second time.
So trying to be as specific as possible
or as accurate as possible,
again, knowing it's not an exact science.
You can make manual changes to both the function code
and the percentage.
And then so say you have all your percentages up at the top
in your functional usage, but then you realize,
all right, I needed to add an occupant,
or I needed to change the chartstrings.
The functional use section will not add
or delete old functional use codes
or new functional use codes.
So if that happens, it's not gonna add up to 100%,
so you'll get alerted anyways.
But I just wanted to make that clear
that it's not as dynamic as that.
And you wouldn't wanna use this update all functional use
percentage button if you have any manual changes,
and it'll make more sense in a minute.
So I'm guessing, got timed out, so.
So this was one of the ones we did earlier,
yeah, this morning, where we had the occupant,
and we added Mindy and we added the chartstrings here.
And so just a sneak peek.
if I would've gone to try and transition this.
There's no space transition
because we're now in and waiting for approval.
But once you save a space,
you really need to come in here and do refresh list
'cause that's basically validating
what is in the say survey form after you save it.
And so you'll see it change this icon here.
We will get into this a little bit more later.
But basically the reason for needing to do this refresh
after the fact is because when you press this survey form,
it's opening up a new window.
It's not refreshing what's behind that.
So I can actually double click that
and move this the form around.
And so you'll see like it's a new window.
But based on what we selected earlier,
this was what was here when we first started,
and I can do update all function use percentages,
and it says, "Are you sure?"
Yes, but it's still not correct.
It updated the organized research,
but there's actually no departmental research in here.
But that was here from before.
So what I suggest is once you have your occupants
and your chartstrings, I would clear this out
and kinda just start fresh.
And then you hit the add function use button
and do your select from list,
and it's gonna default to show only occupied,
which means it's gonna give you what is suggested
based on the occupants and their chartstrings.
And then so you would need to click one at a time,
and it's gonna add it,
and it's gonna add the calculated amount here.
I'm gonna add another one.
And so like I said, you have to do one at a time,
until you get them all in there.
And Mindy here was 80% in this case.
It's driven by the program code, and it's for VCHIP.
And then we'll add my third one for public service,
and now we add up to, so 1595, 100%.
It might, because it's a calculation, be 99.999
or 100.00001, and it's gonna prevent you from saving.
And that's immaterial, that point.
Just pick one to adjust that thousandth of a percentage
to get to your 100%.
But say you needed to make a manual adjustment
or manual change, you do have the option to do show all.
And this will have all of your functional uses.
And so there's two pages here.
So just be aware of that.
And so say we changed,
oh, Mindy actually was 75%,
and Heidi was 25%.
This is an example where you'd wanna refresh
your functional use percentages
because now that's going to impact how the space was used
if your occupant percentages change
or if you end up having to change any of these.
It's gonna change
how the department's use breakdown calculates.
And so you'd click that.
Are you sure you want to do that? Yes or okay.
And now you'll see VCHIP is now 75%
because she's 100% VCHIP, but it's 75% use of the space.
So that's how that would be used.
Now I'm gonna do save and update,
and I'm gonna do refresh again.
And now my icon is back to the green arrow of in progress.
And so I now have the option to complete that space again.
However, I'm gonna give you guys an example of what happens.
So say we were back in here
at what we had it in before.
So it had, what was it, departmental research?
And let's just do 20 and 80.
And so now I'm gonna save that,
and I'm gonna do refresh list again.
And so now the icon is back
to this little yellow diamond up here.
It has the diamond and it says waiting on approval.
If you come down here, space exception status,
there's two issues here.
It's saying there's a mismatch
with space function code 24 for VCHIP
and chartstring program code 0601.
So you'd need to go investigate,
do I have this chartstring
but no VCHIP space functional use code or vice versa?
And then mismatch with space functional use code three
for public service and chartstringing functions
of these four.
And so again, do I have these chartstrings
without the space functional use code or vice versa?
And so this is now in realtime.
So any of you have who were doing this in Famous
in the past, you know you had to wait the next day
in order for the data to be manually loaded,
and then you'd have to run a report.
It gives it to you right here and in realtime.
But it's not gonna give it to you
until you refresh this list.
And so I don't think we've shown this warning yet,
so if I just wanna make a change
and then save it.
So if I go to try and complete this,
it's gonna give me that I can't complete it
'cause I need to refresh this list.
It basically, it needs to validate that space change
and now I can complete that
'cause it doesn't have any space violations.
But the one we've been working in now has this violation,
I can't complete it until this is resolved.
So once you do that,
it's actually going to send a email
to you if it's left in this status.
This is an example of what the stat the email would be,
this is survey item waiting for approval.
It'll also send it to me and Lindsey.
And because of the fact that you're getting alerted to this
and you can go in and make that change,
we're not gonna be looking at these as every email comes in.
We're gonna give you guys the opportunity to do the review,
maybe you need to go and find out what needs to be changed,
get more information.
So it's maybe like once a week
or probably do it a little early,
like a little more frequent
when we first started just to reach out
and make sure, especially we have a lot of new people
since we didn't do a survey last year
that this is new to a lot of people.
So when I reach out to you to say,
all right, this is denied,
don't be flustered or anything like it, it's okay.
I just wanna make sure you know what to do.
But I think if you fix it right away,
you won't get the email 'cause the email,
the system checks every five minutes to see
if there is something that needs to be sent out.
So you're not gonna get it instantly.
It could be up to five minutes later that you get the email.
Again, this is your cheat sheet
of which ones need to have a corresponding chartstring value
and a function code.
And so anything other than these function codes right here,
you're not gonna get that violation
and you're not gonna get an email.
So it's really, these are the, your kind of cheat sheet
of which ones are gonna cause a violation
if they don't have a match.
Actually, I can leave this up, so.
So once I do a review of this space,
I'm actually gonna look for a comment from you.
If there's a comment here that you have saved,
then for something for me to consider
of proving that exception, I'll review that.
If there's nothing there,
I'm just gonna see what the issue is
and reach out and tell you most likely,
all right, well this is denied.
I have to put it in this space.
We're hoping to get something a little more robust
in terms of approval process,
but this is what we have to work with right now.
So I'll put a message here that was denied.
I'll reach out to you with an email
of something along the message that's written here
and then I'll put a note here
that I've reached out to the surveyor
to let them know to resolve this.
And so if it's denied,
you need to go back into the survey form
and make the correction,
whether it's to adjust the space functional use code
for the department's use of space
or correction on the chartstrings.
Oh sorry, and then once you do that,
you can refresh your list,
and it should go back to in progress
or whatever the status was,
and then you can transition it to approved.
You can also take out the denied once that's approved
or once it's cleared on your end.
If I approve it, I would just put a note that I approved it,
and then I would transition the space to complete,
which is different.
You'd get completed by surveyor,
mine would be a space complete.
And if you make any edits to that space again,
it would go back to waiting for approval,
and I have to do the process again,
but I have the note hopefully to be able to do that quickly.
All right, so this is a new methodology,
and it's a great feature in Planon.
So we're calling it room clusters.
It's basically a bulk survey update.
And so for lab research, non-class laboratory spaces
and lab service spaces,
we want to have our methodology align
with what the federal negotiations do.
So the federal negotiator just comes in
and says, all right,
I wanna meet with this PI.
I wanna know all the spaces that they oversee.
They don't ask the differences
of how did this lab service room differ from this one?
How did this one lab differ from this one?
They just ask who were in these spaces
and what was their breakdown of use of the space
and what were their funding sources.
So they look at as a whole like a cluster.
And so we're moving towards that as well.
And so we really want to have all rooms
that a PI overseas as a lab cluster and update them
and have them mirror each other.
If there is a PI that has multiple laboratories
with substantially different occupants funding sources
and functional uses, then survey them as separate clusters
to maintain accuracy in those.
If you have questions about that, let us know.
But in order to do this,
so if you've already updated a room,
and then you really wanna, you want it to be saved
to the rest of the rooms, you can do that.
So we just adjust pressing the Control button.
And so whichever room, if you use the Control button,
and then select all your rooms,
whichever the first room was that you selected,
that's what's gonna come up in your space survey form.
If you use the Shift key,
we don't really know which room it's selecting.
So I mean you can use the Shift key.
It works, it's just we know if you use Control,
that first room will be your space survey default.
And then once you have all your rooms selected,
you just open up your survey form
and complete it like you would any other room.
It's the same form.
And then when you save that,
then you'd have to do the room refresh,
just make sure that there's no violations there.
And so you would have all of eight of these rooms updated
with one space survey entry
with all of these spaces selected,
you would then click modify within selection
to add notes to indicate which rooms
and which PI that cluster was.
So when we're doing our QA, it's helpful for us,
and if we're meeting with the federal negotiator,
it's helpful for all of us,
you and us alike,
to be able to remember which spaces
were done as cluster.
So it's helpful to have that.
So once you click on the Modify within Selection button,
you'd enter your note and click OK.
It's kind of a multi-step process,
and it asks you, click OK to proceed
for the, it'll list the number of elements
that you're changing click, OK.
And then it would pop up a box letting you know
that they were updated successfully.
You just close that.
Lindsey: We have a hand up, Dawn.
Dawn: All right.
Lindsey: Michael, do you wanna ask your question?
Michael Brevent: Yes, I have a question on room clusters.
For room clusters, for example, we have a lot of areas
that are used for storage of equipment.
Could you room cluster those together
knowing that they're always going to be used
for storage of equipment?
We also have some areas that are in the building
where here at the villa, every room that has a person in it
also has like a closet storage area that also gets tracked.
Could they be put into like a room cluster
being always the same use
and always the same building?
Dawn: Yeah, so that would be a perfect example.
I'll address the second one first.
So like the office and then their closet,
those would be functionalized the same.
So yeah, you could just select that,
and you can update it that way.
And in that case, if you're just doing the office
and the closet in the office,
you don't need to put a cluster note in that.
That's really more like the bulk update.
You're doing the information once
to get both spaces done and that's fine.
It's really the kind of the lab cluster spaces
where you might have a of spaces, like an equipment room,
a cold room, a photo room, and a lab space.
So yeah, don't bother with needing a note
for a bulk update for the office in the closet.
In terms of the equipment room,
what type of equipment are you referring to?
Michael Brevent: Most of the equipment we have
are stored at various locations on campus.
That would be tables, chairs, sound equipment, projectors.
They're just various locations for easy access.
Dawn: Okay, yeah,
I just wanna make sure it wasn't like research equipment
'cause then that would could be different functional uses.
Yeah, I mean really anything
that has the same data elements
that you want to bulk update,
you can do that using that bulk update feature.
Even if, so say in that case, you wanted to do that,
but then you needed to go,
so you had an update you needed to do to 10 rooms,
you could do that and then say,
"All right, but I still need to make a tweak to each one."
It could save you time.
There's different ways you could use that,
but it's really, as long as the data is the same
that needs to go into each of those,
it's a way to save you time.
So yes.
Michael Brevent: And would the bulk updates carry over
year to year,
or would you have to create the bulk groupings every year?
Dawn: So when we create a new space survey,
whatever was in the inventory,
remember how the inventory and the survey are separate now,
so I'm about to get to the workflow here.
So basically once you're done with the approval workflow,
it's gonna get pushed to the inventory.
And then when we create the new survey next year,
it's gonna pull whatever is active in the inventory
at that time.
So any departmental changes and everything
would be reflected in the next survey,
but it should bring in everything.
If you don't have any updates that you send
to Mike and Joanna for a fiscal year,
it should bring in exactly what you had before.
I don't know about comments though.
I can't recall on that, but, so I think-
Lindsey: And then the groupings
would probably have to be reselected every year,
right, Dawn?
So I think the same-
Dawn: Yeah, because we get a lot of changes
for, like in the research labs,
there are quite a bit of changes.
But yeah, if there isn't a change,
your grouping would still be the same, but you have to...
It's just a way to select it.
So like if I'm in here,
like I'm literally just selecting it,
and then I make the update.
So I'm just going to give an example, just take out.
So say just wanted the funded students,
we only have one department,
and let's just say this was departmental research.
So now everything I just did,
when I go and save an update,
oh yeah, I need to update that.
See? System helps you.
Now everything's 100%, all right.
So it doesn't keep it in this like cluster here,
it's just they're just selected.
But so now when I go up and I select them,
all of them now have that changed.
So there's no signal to us any longer
that these were all clustered or bulk updated.
So that's where the comment comes into play.
So does that answer your question?
Michael Brevent: Yes.
Dawn: Okay.
So getting into the approval workflow.
These are generally gonna be the statuses
that you would see, you have the different icons,
and they mean different things.
And in your data panel, you will see that.
So again, the rooms,
so I'm just gonna be talking about the spaces
of the rooms right now.
So you know how you have the component,
which is the department, and then you get into the spaces.
It starts as assigned and you click in progress
as you start to work on it.
And then you would go to click it again
once you've completed the space to be completed by surveyor,
and that'll update your data tab.
You do have the option to go back to in progress if needed.
So for instance, you look at your floor plan
and you realize, ah, I did the wrong office.
That one wasn't Dr. Smith's.
I need to go back and put that back into progress.
And I'll come back to that.
So for whatever reason,
you need to toggle back and forth between completed
and in progress to keep track of what really is done
and really kind of what's in progress to draft.
You have that option.
In terms of the bulk updates, so you can make one selection.
So you can select all of your rooms, not department's rooms,
and click on the Action on Selection button.
And you can transition
between, put it into in progress,
and then you'd have to do it again
to go to completed by surveyor.
It will not let you go from assigned
to completed by surveyor.
It has to go sequentially through the process.
So if you try to do that, it's going to give you an error.
And also I wanted to point out
that Planon cannot make this user-specific.
So you will see all of these options.
But if you try to do anything other than in progress
or completed by surveyor, you're gonna get an error.
So we'd like this to be cleaned up.
Unfortunately, we can't,
but it's still a great feature
and is supposed to be able to update all eight of these
at one time as opposed to transitioning each one.
You can certainly transition each one though.
So once you've completed all of your spaces,
so all your spaces need to be in a completed status.
You can't have any in progress assigned
or waiting for approval especially.
So you wanna make sure that they're all completed,
and then you'd go up to the survey component,
and then you'd cook that the component is now complete.
When you do that, it sends an email
to the survey owner
or the, excuse me, the component owner
or the department owner.
There are some cases where the surveyor
and the owner are the same.
I think it still sends you the email,
but you would wanna do your QA.
Well, even before you click complete,
you wanna do your QA.
It'll send the email.
The owner should do their QA as well on the space
when we have some reports that can help with that,
which Mike will get to in a minute.
If the owner reviews the space,
and decides that, all right, something isn't right,
it needs some work, you got some data mixed up
or any reason, they would click in progress,
and they would need to reach out to the surveyor
to communicate what they were seeing that wasn't correct
and that corrections needed to be done.
Once the surveyor makes those corrections,
they would again put the component back
into completed status.
But say the owner is looking at or done with the QA,
everything looks good,
they would click the approved status transition,
and the component would then be approved by the owner.
Send an email to Michael Richards and Joanna Birbeck,
and they would submit the component to the inventory.
Once that is done, you'll see here
that the component is submitted.
If you go to the spaces,
you won't be able to edit the spaces anymore.
You'd still be able to see the data,
but you wouldn't be able to edit anymore 'cause it's locked.
We need to be able to rely on the reports
once it's submitted to the inventory.
If changes are needed, reach out to us,
and we can work with you on that though.
All right, I'm gonna it over to Mike for some reports.
-: [Michael Richards] All right.
Let me get my screen up here.
Okay, so we've put a few reports
and help you out with the process.
There's reports available on all the TSIs.
And like I said before, it's always, you know, just be aware
of what you have selected,
moving which tabs and which components
'cause, for example, in this case,
there's my project, I could go to my components.
If I wanna a report for all of these components,
I'll click all down here.
And then when I run my report,
it'll show the data for all these departments.
If I just pick one,
we can do this one or this one.
When that's selected and I run my report,
it only shows that department.
So always be aware of, you know, what's selected.
The first report we put in.
So there is, I guess I could start with...
I'm gonna go to this component,
go to Space & Workspace at the top,
and I'm gonna click on Report.
And there's two of them in here at this level.
So there's the Room Summary Report
and then the Space Survey Progress Report.
I'm gonna actually start with what Dawn left off there
with the Space Survey Progress.
And this one will show you what all those statuses.
So you know, you want everything to be complete,
so that you know if you missed one
or forgot that to a status transition,
this will show you that.
I'm gonna click Save As.
And this report is a tabular report, so it'll go into Excel.
So I'm gonna choose XLSX data only.
I'm not gonna wrap the text, and that's just my preference,
but I'll include the header, and I'll click OK.
Okay, so this will open the report.
Let me get it, grab it here.
That's gonna put it on my other window.
Let me drag it over.
Okay, so this room, there's those three rooms,
you'll see, you know, it gives a room number,
the space type, and then the statuses
for each of those rooms.
Okay, the other report,
I'm just gonna go up to this room summary report.
This will give you a summary,
kind of one page per room.
So it'll list everything on that survey form
on one page for you.
One thing to keep in mind before I run this,
I guess I could show it both ways.
Let me just run it first.
So I'm gonna do the same thing, select the report,
and that's the other thing.
I always remember which report you have selected
'cause some of the TSIs, there's quite a few of them.
The ones for our start with PDC,
and I do it all the time.
I go in here and like this one is selected or something,
and I run it and I'm like, what's that?
So just make sure the right one's selected, Save As.
this one is not a tabular report, it's a summary report.
So I'm gonna choose PDF.
And you can leave those and I'll click OK,
and let me open this one.
It only has three rooms, which is good
'cause it'll go pretty fast.
And so you'll see it lists,
you know, the space type, the department, function codes.
Now you'll see, this one room's blank.
And so what I, we discovered just the other day,
if you wanna run this report before you start your survey,
it requires that you actually go into the room
and click the survey form.
So if you've inventoried everything, it's great.
You've already gone into the form, it populates.
It's just populating a table, basically,
a space survey space usage table.
But for this middle room, I didn't click on it yet.
So no data showed in the report,
but you can just like, you can use the clustering method.
So I could grab the all three rooms
and just click Survey Form.
You don't even have to survey anything, you just hit Cancel.
Dawn: Yeah, don't click Save
though 'cause then all your spaces will be edited.
-: [Michael Richards] Right, yeah, don't do a bulk update.
But then if I do the report,
and once again, I have one room selected.
Make sure all the rooms
are, 'cause it'll filter at each level.
Your filters are realtime in Planon.
So I'm gonna click all, I want all three of those rooms.
Now when I run the report,
it'll show you all three of those rooms,
all the data that's in them.
So I'm just gonna do it again,
and then come up to the top here, grab it,
and you'll see now
that that, oh, it still didn't go in, interesting.
I thought that that's interesting.
All right, so you must have to save it.
So the test I did yesterday, it worked.
All right, so yeah, you're gonna have to go in,
and to get this report actually save the each
on the form, okay?
It's still a really useful report though.
You know, you can run it at the end and check everything
if your director or dean wants to, you know, get an overview
of all the spaces before they sign off.
It's a good report to run.
Okay, that's interesting.
Yeah, when I tested it yesterday, it worked,
but it didn't work that way.
I thought that was a workaround.
The other report that we've added,
if you go back a level to the component,
so like I said, I'm logged in as Sue,
so I'm gonna see all the comm departments here.
And I wanna know the status of each of the departments
that rolls up to the dean.
So I can do all down here on the bottom,
and I'm gonna go to report.
And this one, once again, our start with PDC.
So PDC component status report is this one.
This is also a tabular report.
So I'll click Save As.
I'm gonna save it to Excel.
I'm gonna choose No, click OK.
This opens the report.
Let me just grab it.
And I'm gonna bring it in over here.
So now this shows you each of those departments
and their statuses at the component level.
And you can, you know, format this.
So that's a useful report if you're at the deans
or directors levels to know, you know,
which departments are still outstanding,
haven't completed their surveys yet.
And I think that's all I had to show on the reports.
If there's any other questions.
Dawn: I'm just gonna put up our contact slide.
So hope you guys are seeing that.
But basically,
for any role access, space lists,
space type, building diagrams, and reporting,
direct any questions to Mike and Joanna.
And then if you have any space functional use
classifications chartstrings,
even which occupants to use, for instance,
you can reach out to myself or to Lindsey Donovan,
and we can help answer any questions you'd have.
Did anybody else have any other questions?
I said I'd stay after two
to kind of just show you in Planon
how to do that lab service space example
that I was talking about
to allow the system to functionalize it for you.
But I know many of you don't have lab service rooms.
So just wanted to open it up for all you guys
for questions first before I jump into that.
Giving us a minute.
So doesn't look like it.
So well, so those of you who are not interested in that,
thank you all for coming,
and let us know if you have any questions
as you work through.
For those of you interested in an example,
I will pull up a form here.
I'm just gonna clear it out.
And so before, I think, we did two lab service group,
or excuse me, two lab groups.
Where did my cursor go?
Where'd my mouse go?
There it is, all right.
We'll say that Philip had one.
Let me get my thoughts together here.
So it's a lab.
Oh, look at that, I picked a room at random,
so it's already a lab service room,
and it's servicing Dr. Ades's lab.
And Dr. Ades's lab was 33% of the overall square footage
that this lab service serviced,
are supported.
And we'll put that information in here.
And here I would put in a chartstringing placeholder.
And we said, I think the example was...
I'm in pathology this time.
The example I think we had was his lab
was 100% departmental research.
And so we'd put in the function code
for departmental research.
We don't need these other fields here.
And so we would just fill in the bottom section
and put that in there.
And in this case we're saying his was 100%,
so we can do sign evenly for the 100%.
And then the second lab group
was, we can say
it was Dr. Dixon.
And her lab group had, oops, on 67%.
And yes, that was a PI, so that'll put that up there.
And pathology.
And so yeah, this selection here
is only gonna give you the departments that are up here.
So you don't have to really worry
about doing an incorrect one.
Just need to pick from your selection there.
And then hers, I believe, we said was organized research
in this case.
And so I'm going to put a placeholder in for that.
And I know these people probably
aren't even in Department of pathology,
so just bear with me.
I'm just using names that I know for
instruction's sake, I guess.
I guess I shouldn't say instruction,
for demonstration purposes.
And talking and typing
at the same time, it's difficult.
Okay, and so in this case,
we said that her lab used 60% use of the lab service space
because her lab was larger
and that hers was 100% organized research in this example.
And so by doing that, waiting these
and putting in the correct functional breakdown
that you got when doing their labs,
now you're lab service room will suggest your function codes
and the percentages based on that.
So I mean these can obviously be way more complex.
You'll your lab service, excuse me, your lab clusters
would potentially be departmental research,
organized research.
You may have some instruction in there
if you have your grad students in there.
So you may have three or four chartstrings
that you'd wanna put in here.
You might have more PIs using a lab service room,
and you'd wanna wait those accordingly,
again, based on this little square footage breakdown,
and then it'll do the calculation for you.
And again, so we would save this,
you'd put your notes in here,
and actually, I don't think we mentioned this,
but yeah, your notes is in here.
And if you try to go to another room,
it's gonna say, do you wanna save changes?
Yes. Oh, I didn't validate.
Well, I did try to do two things at once.
So we would just do validate it,
and then you can put your comment in here.
If I try to leave, that's when it's going to go.
I wanna save changes, yes, or test.
The Save button is down here.
So is there anybody that had any questions on that
at the moment?
Again, you can contact us
as you're working through the spaces
for anything that's specific to your unit.
If not, thank you all for coming.
Appreciate it, and happy surveying.
All right, I've stopped the recording.
Just reach out if you have any questions. Thank you.