1 00:00:14,780 --> 00:00:15,870 - All right, looks like we have 2 00:00:15,870 --> 00:00:18,940 a pretty good big group here now, so let's get started. 3 00:00:18,940 --> 00:00:21,128 So thank you all for joining us this morning for our 4 00:00:21,128 --> 00:00:25,190 annual space and movable equipment inventory training. 5 00:00:25,190 --> 00:00:28,420 It is brought to you by Financial 6 00:00:28,420 --> 00:00:30,810 and Cost Accounting Services and Planning, Design 7 00:00:30,810 --> 00:00:34,610 and Construction, the same presenters that we've had 8 00:00:34,610 --> 00:00:37,520 in the past, but we used to be called Cost Accounting 9 00:00:37,520 --> 00:00:41,560 and Campus Planning Services. 10 00:00:41,560 --> 00:00:46,220 So there's been some consolidation of departments. 11 00:00:46,220 --> 00:00:48,150 And so these are our new department names. 12 00:00:48,150 --> 00:00:50,330 I wanted to make sure you guys were aware of that 13 00:00:50,330 --> 00:00:53,613 when looking for us by department in the directory perhaps. 14 00:00:54,930 --> 00:00:59,540 This is the FY21 space and movable equipment inventory. 15 00:00:59,540 --> 00:01:03,240 And you guys got a reprieve from doing it last year. 16 00:01:03,240 --> 00:01:06,730 And this year we are still focusing on just the fiscal year. 17 00:01:06,730 --> 00:01:07,880 We're not asking you guys 18 00:01:07,880 --> 00:01:12,880 to look at how the space was used over the past two years. 19 00:01:12,950 --> 00:01:14,240 FY 20, we just skipped 20 00:01:14,240 --> 00:01:16,470 and we're going to move right into FY 21. 21 00:01:16,470 --> 00:01:18,360 So this inventory cycle will be 22 00:01:18,360 --> 00:01:23,360 from July, 2020 through the end of this June. 23 00:01:29,044 --> 00:01:31,110 There's different areas that we focus on 24 00:01:31,110 --> 00:01:33,200 between the two departments here. 25 00:01:33,200 --> 00:01:35,800 So I put all of our contact information 26 00:01:36,670 --> 00:01:38,770 for you and kind of the areas of expertise 27 00:01:38,770 --> 00:01:40,570 or the areas you would reach out to us for. 28 00:01:40,570 --> 00:01:43,550 So for planning, design and construction, you'd reach out 29 00:01:43,550 --> 00:01:45,320 to Michael Richards or Joanna Birbeck. 30 00:01:45,320 --> 00:01:49,330 If you had any issues with FAMIS, whether it's logging 31 00:01:49,330 --> 00:01:51,500 getting access to it and logging on, or you're not 32 00:01:51,500 --> 00:01:54,240 seeing the departments that you're, you should be seeing 33 00:01:54,240 --> 00:01:57,240 for your unit or some of the spaces you should be seeing 34 00:01:57,240 --> 00:02:02,240 for your unit, as well as any PI publisher access. 35 00:02:03,460 --> 00:02:06,610 For financial and cost accounting services, you can reach 36 00:02:06,610 --> 00:02:10,780 out to myself or to Lindsey Donovan for any functional 37 00:02:10,780 --> 00:02:13,170 classification issues or questions 38 00:02:15,370 --> 00:02:17,780 even occupants you know, who should we be entering? 39 00:02:17,780 --> 00:02:22,780 And for movable equipment, you can contact Reiko Choiniere 40 00:02:23,310 --> 00:02:25,420 or Renee Hunt. 41 00:02:25,420 --> 00:02:29,740 I do have our campus phone numbers still listed here 42 00:02:29,740 --> 00:02:31,610 but we just like everybody else, 43 00:02:31,610 --> 00:02:34,510 we're working remotely as well. 44 00:02:34,510 --> 00:02:39,033 So Teams or email tend to be the best way to reach us. 45 00:02:42,130 --> 00:02:43,700 But just some presentation guidelines 46 00:02:43,700 --> 00:02:46,000 that we have everyone muted at this time. 47 00:02:46,000 --> 00:02:48,250 We ask that you keep your microphone muted 48 00:02:48,250 --> 00:02:51,100 unless you, you do want to ask a question, you're welcome 49 00:02:51,980 --> 00:02:54,950 to put information into a chat or question into the chat 50 00:02:54,950 --> 00:02:58,620 that will be monitored as well as the hand raise feature 51 00:02:58,620 --> 00:03:01,520 we have a couple of us monitoring that as well. 52 00:03:01,520 --> 00:03:03,690 So if you have a question you don't really feel 53 00:03:03,690 --> 00:03:05,020 like typing it out, you're welcome 54 00:03:05,020 --> 00:03:07,090 to use that hand raise feature, and we'll 55 00:03:09,490 --> 00:03:14,460 find a good break in the topic to address your question. 56 00:03:14,460 --> 00:03:17,590 If you do have any questions that either we can't answer now 57 00:03:17,590 --> 00:03:21,680 or come up as you're, you're doing your inventory, 58 00:03:21,680 --> 00:03:23,630 you're welcome to reach out to, 59 00:03:23,630 --> 00:03:25,750 to Michael myself or to Reiko, 60 00:03:25,750 --> 00:03:29,193 as I mentioned in the previous slide. 61 00:03:30,060 --> 00:03:30,940 And I did want to point out 62 00:03:31,825 --> 00:03:33,323 that this presentation is being recorded. 63 00:03:34,200 --> 00:03:36,340 Our intent is that we'll get captioning added 64 00:03:36,340 --> 00:03:38,950 to it and hopefully get it on the website. 65 00:03:38,950 --> 00:03:41,520 It could take a week or two for the captioning piece 66 00:03:41,520 --> 00:03:43,240 to be completed. 67 00:03:43,240 --> 00:03:46,020 Not really sure how, how long that will take 68 00:03:46,020 --> 00:03:48,542 but once that is done, we will post it 69 00:03:48,542 --> 00:03:49,410 on the website for you, 70 00:03:49,410 --> 00:03:51,400 and let you know when that's available. 71 00:03:51,400 --> 00:03:54,000 These slides are already up on our website and I'll go 72 00:03:54,000 --> 00:03:56,963 over where you can find that in a couple minutes. 73 00:03:59,640 --> 00:04:01,450 Some COVID reminders, since we're still 74 00:04:01,450 --> 00:04:04,590 obviously in the middle of the pandemic, regardless 75 00:04:04,590 --> 00:04:07,580 of your vaccination status or, or what the situation there 76 00:04:07,580 --> 00:04:09,440 the guidance really is to do 77 00:04:09,440 --> 00:04:11,720 as much as you can over Teams or email. 78 00:04:11,720 --> 00:04:13,590 I think college of medicine uses Zoom instead 79 00:04:13,590 --> 00:04:15,830 of Teams but I wish I found out yesterday 80 00:04:15,830 --> 00:04:18,570 after the sides are made, but they're really 81 00:04:18,570 --> 00:04:23,400 just trying to do your information gathering 82 00:04:23,400 --> 00:04:27,053 in other ways than walking the space whenever possible. 83 00:04:28,180 --> 00:04:30,650 We are required to have a physical confirmation 84 00:04:30,650 --> 00:04:32,210 of equipment location this year. 85 00:04:32,210 --> 00:04:34,810 We did get a reprieve of that last year 86 00:04:34,810 --> 00:04:37,000 but the feds do require that it be done this year. 87 00:04:37,000 --> 00:04:40,180 So it literally requires somebody going into the space 88 00:04:40,180 --> 00:04:43,490 and confirming that yes, the equipment is in this space. 89 00:04:43,490 --> 00:04:46,780 So planning ahead for getting 90 00:04:46,780 --> 00:04:49,110 into those spaces is important, 91 00:04:49,110 --> 00:04:50,970 since some of the spaces could be locked 92 00:04:50,970 --> 00:04:53,230 and we're reached capacity already due 93 00:04:53,230 --> 00:04:56,940 to COVID restrictions and capacity guidelines with that. 94 00:04:56,940 --> 00:04:59,290 So we'll go into that in a little bit more at the end 95 00:04:59,290 --> 00:05:02,860 for those of you who do have equipment for your departments. 96 00:05:02,860 --> 00:05:04,190 If you do need to go onsite, 97 00:05:04,190 --> 00:05:08,010 you do need to complete the online daily health 98 00:05:08,010 --> 00:05:11,860 screening check-in process, practice physical distancing 99 00:05:11,860 --> 00:05:14,830 wear a face covering and wash your hands. 100 00:05:14,830 --> 00:05:16,400 And we do have two sites listed 101 00:05:16,400 --> 00:05:20,100 for additional guidance when, when going on campus. 102 00:05:20,100 --> 00:05:23,090 So the campus health and safety, as well as some information 103 00:05:23,090 --> 00:05:25,343 from risk management for employee guidance. 104 00:05:28,450 --> 00:05:29,735 The learning objectives for today is 105 00:05:29,735 --> 00:05:31,410 to really understand the importance 106 00:05:31,410 --> 00:05:34,690 of the space and equipment inventory data 107 00:05:34,690 --> 00:05:38,090 understand the entire inventory process, 108 00:05:38,090 --> 00:05:41,000 so gathering the data and where to enter it 109 00:05:41,000 --> 00:05:45,810 and how to run reports, how to functionalize your space, 110 00:05:45,810 --> 00:05:48,060 classifying it functionally, 111 00:05:48,060 --> 00:05:51,280 and how to inventory movable equipment. 112 00:05:51,280 --> 00:05:53,070 And again, we'll go over various reports 113 00:05:53,070 --> 00:05:55,463 and resources and tools for you. 114 00:05:57,820 --> 00:05:59,450 So the goals of the inventory, 115 00:05:59,450 --> 00:06:01,433 what's the whole point of this? 116 00:06:01,433 --> 00:06:03,460 You know, what are we updating when we do the inventory? 117 00:06:03,460 --> 00:06:06,080 And so you're really updating the space assignments, 118 00:06:06,080 --> 00:06:08,453 which department is in that space. 119 00:06:09,610 --> 00:06:10,990 What is the room type? 120 00:06:10,990 --> 00:06:13,317 Is it an office or a conference room? 121 00:06:13,317 --> 00:06:16,543 And that room type doesn't typically change year to year, 122 00:06:16,543 --> 00:06:20,350 but you do want to assess, especially since we 123 00:06:20,350 --> 00:06:22,690 haven't done this space inventory in two years now. 124 00:06:22,690 --> 00:06:27,513 So has there been any, any changes, permanent changes. 125 00:06:28,580 --> 00:06:32,630 And this for room type we'd just have one room use 126 00:06:32,630 --> 00:06:35,010 and Michael will go over that in a little bit more detail 127 00:06:35,010 --> 00:06:38,560 but really picking the primary room use for the room. 128 00:06:38,560 --> 00:06:40,740 And then the room occupants. 129 00:06:40,740 --> 00:06:43,270 We also want to update the functional activities 130 00:06:43,270 --> 00:06:45,320 that occur in the room and the funding sources. 131 00:06:45,320 --> 00:06:49,710 And, and this is used for the F&A rate negotiation 132 00:06:49,710 --> 00:06:53,630 and and developing the rates 133 00:06:53,630 --> 00:06:58,630 that we propose to the federal government and the, the cost 134 00:07:00,250 --> 00:07:04,310 for our spaces is really allocated based 135 00:07:04,310 --> 00:07:06,410 on the functional activities 136 00:07:06,410 --> 00:07:08,133 that are entered during the space survey. 137 00:07:10,010 --> 00:07:13,650 And then we finally, the last goal of the inventory is 138 00:07:13,650 --> 00:07:16,450 to update the movable equipment, location, usage, 139 00:07:16,450 --> 00:07:19,623 and condition, we have roughly 5,000 items of equipment. 140 00:07:24,620 --> 00:07:27,080 So why is inventory important? 141 00:07:27,080 --> 00:07:28,700 So there there's a couple of reasons. 142 00:07:28,700 --> 00:07:29,610 As I mentioned already, 143 00:07:29,610 --> 00:07:34,320 it helps to inform the F&A rate development 144 00:07:35,430 --> 00:07:40,420 as well as using the building square footage costs 145 00:07:40,420 --> 00:07:44,653 and the space cost to fully burden the income expense rates. 146 00:07:45,810 --> 00:07:48,910 The space surveys also used to certify the square footage. 147 00:07:48,910 --> 00:07:53,550 That is the basis for the facilities expense allocations 148 00:07:53,550 --> 00:07:58,550 through IBB, and space costs are required 149 00:07:58,600 --> 00:08:00,200 in assessing the financial impacts 150 00:08:00,200 --> 00:08:02,430 of various programs across campus, 151 00:08:02,430 --> 00:08:04,920 as well as efficient and effective space planning 152 00:08:04,920 --> 00:08:07,373 and management across the campus. 153 00:08:09,040 --> 00:08:11,720 So your time that you're putting into this 154 00:08:11,720 --> 00:08:14,012 really does have an impact 155 00:08:14,012 --> 00:08:16,312 on the financial resources of the institution. 156 00:08:18,679 --> 00:08:20,900 I know this is a little hard to see, 157 00:08:20,900 --> 00:08:23,100 there's a lot going on here, but I just wanted 158 00:08:23,100 --> 00:08:26,560 to point out that there are a lot of resources available 159 00:08:26,560 --> 00:08:30,090 on the space and movable, movable equipment inventory. 160 00:08:30,090 --> 00:08:31,770 You can either get to this web page 161 00:08:31,770 --> 00:08:33,710 through the Division Of Finance, 162 00:08:33,710 --> 00:08:37,030 you can go to UVM A to Z and 163 00:08:37,030 --> 00:08:40,150 under ask for space, equipment, 164 00:08:40,150 --> 00:08:42,890 space and movable equipment, you can get a link from there. 165 00:08:42,890 --> 00:08:44,040 So there's various ways to get there. 166 00:08:44,040 --> 00:08:47,367 You can also get there through my UVM it's listed, 167 00:08:48,260 --> 00:08:50,620 actually sorry, FAMIS is listed under there. 168 00:08:50,620 --> 00:08:52,350 And some of our other ones 169 00:08:52,350 --> 00:08:55,121 I'm working on a couple of trainings right now, 170 00:08:55,121 --> 00:08:57,243 so I apologize, I'll take that back on the myUVM. 171 00:08:58,960 --> 00:09:00,793 So apologize about that. 172 00:09:02,070 --> 00:09:04,560 You'll notice that on here, you have the key dates. 173 00:09:04,560 --> 00:09:06,800 So we have our training dates listed there 174 00:09:06,800 --> 00:09:09,330 but also the inventory starts today 175 00:09:09,330 --> 00:09:11,453 and it is due by June 30th. 176 00:09:13,622 --> 00:09:15,610 Under the key resources, you're going to see the 177 00:09:17,210 --> 00:09:19,680 this presentation is actually linked to there already. 178 00:09:19,680 --> 00:09:21,340 So that's there as well 179 00:09:21,340 --> 00:09:25,660 as the space functional use classifications 180 00:09:25,660 --> 00:09:27,360 or definitions is there. 181 00:09:27,360 --> 00:09:28,200 So it's really all right, 182 00:09:28,200 --> 00:09:30,930 well, we have the PeopleSoft chart strings 183 00:09:30,930 --> 00:09:33,610 and you have the functional function code in that, 184 00:09:33,610 --> 00:09:36,090 and what is the space function code? 185 00:09:36,090 --> 00:09:37,930 So we'll go over that in a bit more detail 186 00:09:37,930 --> 00:09:40,380 when we go over the functionalization, but notice 187 00:09:41,970 --> 00:09:43,720 that the kind of the cheat sheet that I call it is there. 188 00:09:43,720 --> 00:09:47,670 You also have the room definition room use definition sheet, 189 00:09:47,670 --> 00:09:49,790 there's an inventory checklist 190 00:09:49,790 --> 00:09:52,810 and an inventory tracking example. 191 00:09:52,810 --> 00:09:57,810 You have a link to the FAMIS login page, as well as a link 192 00:09:57,980 --> 00:10:02,493 to running some reports in the BI Publisher system. 193 00:10:03,610 --> 00:10:05,490 There's some policy documents there, 194 00:10:05,490 --> 00:10:07,840 forms for when you complete the inventory 195 00:10:07,840 --> 00:10:12,713 and need to submit your certification that it's been done. 196 00:10:14,070 --> 00:10:17,630 There's some user guides that we have developed there 197 00:10:17,630 --> 00:10:20,770 as well as some tutorials that Mike Richard has created 198 00:10:20,770 --> 00:10:22,990 and put out there walking you specifically 199 00:10:22,990 --> 00:10:24,570 through entering your data 200 00:10:24,570 --> 00:10:27,230 into FAMIS and running those BI Publisher reports. 201 00:10:27,230 --> 00:10:28,470 But again we're also going to have 202 00:10:28,470 --> 00:10:30,850 this larger training available 203 00:10:30,850 --> 00:10:33,480 in a week or two on the site as well. 204 00:10:33,480 --> 00:10:36,190 But if you're looking for just a specific tutorial 205 00:10:36,190 --> 00:10:38,690 and FAMIS or be a publisher, those are available. 206 00:10:39,700 --> 00:10:42,100 And at this time I'm gonna turn it over to Mike. 207 00:10:43,350 --> 00:10:46,470 See if I can find my way to sharing, 208 00:10:46,470 --> 00:10:49,100 or you can take over Mike. 209 00:10:49,100 --> 00:10:54,100 - All right, let's see here, I'll share. 210 00:10:56,040 --> 00:10:59,880 Okay, so thanks Dawn. 211 00:10:59,880 --> 00:11:01,470 Yeah, I'm Mike Richards. 212 00:11:01,470 --> 00:11:03,170 I'm planning, design construction. 213 00:11:03,170 --> 00:11:06,480 So I'm going to walk through the actual 214 00:11:07,420 --> 00:11:12,420 how to enter data into the system and how to run reports. 215 00:11:15,820 --> 00:11:18,200 If you can't hear me or can't see something 216 00:11:18,200 --> 00:11:19,520 just put it in the chat, 217 00:11:19,520 --> 00:11:21,373 and we'll, we'll address that. 218 00:11:22,720 --> 00:11:24,840 From the, so as Dawn mentioned, the, 219 00:11:24,840 --> 00:11:28,670 if you go to the space and movable equipment homepage, 220 00:11:28,670 --> 00:11:32,870 and you go down on the right hand side, 221 00:11:32,870 --> 00:11:35,810 you'll see there's a FAMIS login button 222 00:11:35,810 --> 00:11:38,680 that you'll click on to get into the system. 223 00:11:38,680 --> 00:11:40,323 So if I click that. 224 00:11:46,735 --> 00:11:50,560 I'm already logged in but you'll get a, a login message. 225 00:11:50,560 --> 00:11:53,330 And it's just your UVM net ID and password 226 00:11:53,330 --> 00:11:54,893 when you get that prompt. 227 00:11:56,370 --> 00:11:59,410 And when it opens up in the system 228 00:11:59,410 --> 00:12:03,390 you'll see that you're going to see two tabs on the top. 229 00:12:03,390 --> 00:12:07,150 I have a few more tabs up here cause I'm an administrator. 230 00:12:07,150 --> 00:12:11,810 So you'll see the space survey and self services tab. 231 00:12:11,810 --> 00:12:16,690 And if you don't see these tabs that's an email to me 232 00:12:16,690 --> 00:12:20,600 and we'll get the access fixed for that. 233 00:12:20,600 --> 00:12:22,907 It's a footprint that we put into ETS. 234 00:12:24,830 --> 00:12:29,237 So you might be familiar with self-services and, 235 00:12:32,440 --> 00:12:33,833 let me see here. 236 00:12:47,310 --> 00:12:52,310 Interesting, let me try something else, refresh. 237 00:12:59,810 --> 00:13:01,780 That's interesting, let me go 238 00:13:04,530 --> 00:13:07,410 Let me go, there's another good page too. 239 00:13:07,410 --> 00:13:10,170 This would probably be a good time to show that 240 00:13:10,170 --> 00:13:15,170 but if you go under a uvm.edu/EAS 241 00:13:16,040 --> 00:13:18,680 and these are links to all the systems 242 00:13:18,680 --> 00:13:21,850 on campuses and that's another good resource. 243 00:13:21,850 --> 00:13:24,330 And for some reason test, I was trying 244 00:13:24,330 --> 00:13:27,550 to log into test and it it's giving me some issues. 245 00:13:27,550 --> 00:13:31,793 So I'm going to try production system here. 246 00:13:33,360 --> 00:13:37,300 Okay, so there must be an issue with the test database. 247 00:13:37,300 --> 00:13:42,300 So self services tab, if you go into that, 248 00:13:43,160 --> 00:13:45,500 this is where you do your work orders 249 00:13:45,500 --> 00:13:48,840 and it's organized by site. 250 00:13:48,840 --> 00:13:52,273 And so if you click on a site, so I'm going to click main, 251 00:13:53,170 --> 00:13:56,960 all the buildings are listed by code and by name here. 252 00:13:56,960 --> 00:14:01,220 So you can view the floor plans. 253 00:14:01,220 --> 00:14:06,020 I'm going to just click on 0016 Pierce-Spaulding house. 254 00:14:06,020 --> 00:14:08,990 And it brings up a photo of the building. 255 00:14:08,990 --> 00:14:11,970 And then the floor plans are available 256 00:14:11,970 --> 00:14:15,260 by clicking these PDFs for each level. 257 00:14:15,260 --> 00:14:18,290 And that will show you the layout. 258 00:14:18,290 --> 00:14:22,260 And we should have the floor plans up to date. 259 00:14:22,260 --> 00:14:24,380 We try to get all the renovations put 260 00:14:24,380 --> 00:14:27,870 in before we open the inventory 261 00:14:27,870 --> 00:14:29,770 but sometimes we might miss one. 262 00:14:29,770 --> 00:14:32,740 And if you see something that's off 263 00:14:32,740 --> 00:14:36,683 please send me an email and I'll fix that. 264 00:14:38,720 --> 00:14:43,720 Okay so the other button, the space survey. 265 00:14:46,960 --> 00:14:50,017 And I'm actually going to go back into tests here. 266 00:14:50,017 --> 00:14:54,170 The test database is where we do all our testing 267 00:14:54,170 --> 00:14:55,700 and it's not live data. 268 00:14:55,700 --> 00:14:58,040 And I don't want to enter any data in here. 269 00:14:58,040 --> 00:15:02,730 That's I don't want to change any real time production data. 270 00:15:02,730 --> 00:15:05,673 So I'm just going to switch back to test. 271 00:15:06,710 --> 00:15:11,310 Okay, oh no, it's still, there's still an issue there. 272 00:15:11,310 --> 00:15:14,750 All right, we'll have to do it in production today. 273 00:15:14,750 --> 00:15:16,980 All right, let me go back into that. 274 00:15:16,980 --> 00:15:21,980 Okay, so space survey is the other tab you'll click on. 275 00:15:22,350 --> 00:15:25,593 And Oh, another thing too, I should mention is 276 00:15:25,593 --> 00:15:29,540 that it is the system is still using Internet Explorer. 277 00:15:29,540 --> 00:15:31,120 So that's the browser you should use 278 00:15:31,120 --> 00:15:34,030 even though that is Microsoft is phasing 279 00:15:34,030 --> 00:15:37,300 that out but our timing should be okay 280 00:15:37,300 --> 00:15:39,893 if you know we finish by June 30th. 281 00:15:41,760 --> 00:15:43,953 So yeah, use Internet Explorer. 282 00:15:44,960 --> 00:15:49,120 So when you come to the parameter form on the space survey 283 00:15:49,120 --> 00:15:53,110 you'll see a bunch of different parameters 284 00:15:53,110 --> 00:15:56,370 for the site, building, floor, room, department. 285 00:15:56,370 --> 00:15:59,133 And you can query by any one of these. 286 00:16:00,630 --> 00:16:03,560 Know that this is linked to your net ID. 287 00:16:03,560 --> 00:16:08,170 So if you just leave all these blank and click submit, 288 00:16:08,170 --> 00:16:11,758 it'll open all the rooms that your net ID is tied to. 289 00:16:11,758 --> 00:16:14,920 Now, if you're seeing rooms you shouldn't, 290 00:16:14,920 --> 00:16:18,910 or you're missing rooms, that means your net ID isn't 291 00:16:18,910 --> 00:16:23,370 in the right code, department code. 292 00:16:23,370 --> 00:16:25,710 So that's also just send me an email 293 00:16:25,710 --> 00:16:29,123 and we can just move that and fix the access. 294 00:16:30,170 --> 00:16:33,940 So you could type if you're at the Dean's level 295 00:16:34,950 --> 00:16:38,023 you'll see all the departments that roll up to you. 296 00:16:39,720 --> 00:16:41,480 - We did have a couple of questions. 297 00:16:41,480 --> 00:16:42,610 So people are wondering 298 00:16:42,610 --> 00:16:46,770 if they have to use Internet Explorer or Chrome work. 299 00:16:46,770 --> 00:16:48,220 What's your experience on that. 300 00:16:48,220 --> 00:16:50,790 - Chrome will not work no, right now, 301 00:16:50,790 --> 00:16:53,550 it's so just Internet Explorer for now 302 00:16:54,620 --> 00:16:58,510 due to the Java plugin, 303 00:16:58,510 --> 00:17:01,810 I think that works on Internet Explorer. 304 00:17:01,810 --> 00:17:03,790 - So Edge and Safari, same issue? 305 00:17:03,790 --> 00:17:06,053 I know that they're working on. 306 00:17:06,990 --> 00:17:08,870 - Yeah, they're working on- 307 00:17:08,870 --> 00:17:10,260 - That right now. 308 00:17:10,260 --> 00:17:14,200 - Right, they're working on a way to, so it will work 309 00:17:14,200 --> 00:17:17,740 from Edge cause that's going to replace Internet Explorer 310 00:17:18,960 --> 00:17:21,350 but they haven't tested it yet. 311 00:17:21,350 --> 00:17:23,023 So that might roll out. 312 00:17:24,190 --> 00:17:28,640 I'm not even sure, like by the fall, but you know 313 00:17:28,640 --> 00:17:32,330 you should be done hopefully before then. 314 00:17:32,330 --> 00:17:35,893 So Internet Explorer should still be okay. 315 00:17:39,700 --> 00:17:42,050 Okay, was there another question or is that it? 316 00:17:42,890 --> 00:17:43,723 - That was it for now. 317 00:17:43,723 --> 00:17:45,120 - Okay. - Thank you. 318 00:17:45,120 --> 00:17:46,290 - Yep. 319 00:17:46,290 --> 00:17:50,090 So under a department you can type a code in 320 00:17:50,090 --> 00:17:53,670 or you can use this look up here. 321 00:17:53,670 --> 00:17:58,670 And I'm going to go into my department, 11105. 322 00:18:02,030 --> 00:18:03,780 And I'm just going to click submit. 323 00:18:06,600 --> 00:18:10,760 So this opens all the rooms assigned to that department 324 00:18:10,760 --> 00:18:13,567 and you'll see, it gives you a little rundown here 325 00:18:13,567 --> 00:18:17,030 the site building, building description floor 326 00:18:18,080 --> 00:18:21,550 the room description, and then the groups. 327 00:18:21,550 --> 00:18:23,120 And then the last survey date 328 00:18:23,120 --> 00:18:27,420 that it was surveyed and note that when you do make changes, 329 00:18:27,420 --> 00:18:30,100 this won't refresh in real time. 330 00:18:30,100 --> 00:18:32,550 So just keep that in mind. 331 00:18:32,550 --> 00:18:35,000 It, it takes 24 hours 332 00:18:35,000 --> 00:18:39,210 for this cause we have to import the data every morning. 333 00:18:39,210 --> 00:18:43,370 So it's kind of a manual process where we check the changes 334 00:18:43,370 --> 00:18:46,573 and until that's done this page, won't refresh. 335 00:18:49,870 --> 00:18:51,140 So I would just start 336 00:18:51,140 --> 00:18:54,940 and and we'll click on the first room here, 018. 337 00:18:58,450 --> 00:19:01,770 And what I do is I tend to go all the way 338 00:19:01,770 --> 00:19:06,460 to the right and look at the summary first 339 00:19:06,460 --> 00:19:10,593 cause this gives you a rundown of everything in the space. 340 00:19:11,520 --> 00:19:16,147 So it puts the departments in, it puts the occupants, 341 00:19:17,760 --> 00:19:21,740 the functional use, the equipment 342 00:19:21,740 --> 00:19:24,103 and the accounts will all show up here. 343 00:19:25,290 --> 00:19:27,050 And you can also run a report 344 00:19:27,050 --> 00:19:29,620 and I'll show you at the end, that puts all 345 00:19:29,620 --> 00:19:33,323 of the summaries into one, a comprehensive report. 346 00:19:34,180 --> 00:19:36,460 And if there's no changes to the room, 347 00:19:36,460 --> 00:19:41,080 if this all looks good, you would just go to room info 348 00:19:42,290 --> 00:19:47,290 and where it says inventory year here, this is a key step. 349 00:19:47,770 --> 00:19:50,283 You want to roll that to 2021. 350 00:19:51,530 --> 00:19:53,823 And then you're going to click save return. 351 00:19:56,520 --> 00:19:57,353 I guess I can do this. 352 00:19:57,353 --> 00:19:59,350 This is production, but that's all right. 353 00:19:59,350 --> 00:20:01,080 I think that room actually. 354 00:20:01,080 --> 00:20:02,650 So I actually do our inventory. 355 00:20:02,650 --> 00:20:04,280 So I'm going to just go ahead and do it. 356 00:20:04,280 --> 00:20:06,330 So save return. 357 00:20:06,330 --> 00:20:09,700 And now if you hit cancel, it will not save. 358 00:20:09,700 --> 00:20:14,260 So you always want to hit save return whenever you make any 359 00:20:14,260 --> 00:20:15,743 any changes in there. 360 00:20:17,720 --> 00:20:22,423 So I'll just move on to the next room and click this. 361 00:20:27,760 --> 00:20:29,900 I'll go to my summary. 362 00:20:29,900 --> 00:20:33,510 I'll look to see if anything needs to be changed. 363 00:20:33,510 --> 00:20:37,170 And if I said, yes, there's a number of changes. 364 00:20:37,170 --> 00:20:39,300 Then I would just go and start working left 365 00:20:39,300 --> 00:20:42,403 to right on these tabs to update my changes. 366 00:20:43,240 --> 00:20:48,240 So the first tab would be your room use. 367 00:20:48,240 --> 00:20:50,170 And like, like Dawn said 368 00:20:51,940 --> 00:20:54,690 we just want one primary room you've seen here. 369 00:20:54,690 --> 00:20:56,850 The system does let you put in more 370 00:20:56,850 --> 00:20:59,450 than one but we only want one here, and this is kind 371 00:21:01,030 --> 00:21:02,863 of the physical or architectural use of the space. 372 00:21:02,863 --> 00:21:05,763 It's an office, a conference room, a lab. 373 00:21:06,900 --> 00:21:11,540 And we use, if you go to the space 374 00:21:11,540 --> 00:21:16,540 and movable equipment page over on the right hand side 375 00:21:16,740 --> 00:21:19,480 there is a room use definitions guide here 376 00:21:19,480 --> 00:21:23,283 I can click on, this opens. 377 00:21:29,840 --> 00:21:32,023 It's taking a minute to load. 378 00:21:36,020 --> 00:21:39,297 I use a the NCES guide, FICUM codes. 379 00:21:43,620 --> 00:21:44,500 It's not loading. 380 00:21:44,500 --> 00:21:46,850 I'll take a look at why that's not loading 381 00:21:47,990 --> 00:21:49,930 but those will give you a description. 382 00:21:49,930 --> 00:21:52,133 And if you have a question on those. 383 00:21:55,010 --> 00:21:59,293 I'm actually interesting here. 384 00:22:07,210 --> 00:22:09,163 All right, my computer is frozen. 385 00:22:14,480 --> 00:22:15,850 - While that's working. 386 00:22:15,850 --> 00:22:17,760 Like we just had a couple of things in the chat. 387 00:22:17,760 --> 00:22:20,830 I did answer them via the chat, but just so you know 388 00:22:20,830 --> 00:22:24,070 there was a question about logging on and not 389 00:22:24,070 --> 00:22:27,190 seeing anything when they enter in their information. 390 00:22:27,190 --> 00:22:29,960 And so I'm not sure if you already mentioned this 391 00:22:29,960 --> 00:22:32,880 I missed it, but really any new space survey users 392 00:22:33,760 --> 00:22:36,220 if they can even log on right now 393 00:22:36,220 --> 00:22:41,040 or is that not turned on until their access is 394 00:22:41,990 --> 00:22:45,360 until after the training, when the access is granted? 395 00:22:45,360 --> 00:22:49,770 - Yeah the access will be granted yeah after the training. 396 00:22:49,770 --> 00:22:52,240 So, but if we have a list 397 00:22:52,240 --> 00:22:57,040 I'm keeping a list of all the new users. 398 00:22:57,040 --> 00:23:00,880 And if I do miss one, yeah, just send me an email. 399 00:23:00,880 --> 00:23:03,540 And after, you know, if you're not seeing it 400 00:23:03,540 --> 00:23:06,213 we can get that fixed. - Okay, so Kim, your question 401 00:23:06,213 --> 00:23:07,510 it sounds like you're able 402 00:23:07,510 --> 00:23:09,490 to log on but you're not seeing what you expect. 403 00:23:09,490 --> 00:23:11,220 So either of those scenarios, you'll 404 00:23:11,220 --> 00:23:13,320 you'll reach out to Michael Richards, but. 405 00:23:15,460 --> 00:23:17,490 Thank you for your questions in there. 406 00:23:17,490 --> 00:23:20,170 And yeah Paul, we'll go over in quite a bit 407 00:23:20,170 --> 00:23:25,170 of detail and have time for questions regarding the impacts 408 00:23:25,250 --> 00:23:26,903 of COVID and working remotely. 409 00:23:31,204 --> 00:23:32,353 - See if test is working. 410 00:23:34,560 --> 00:23:39,373 I don't really want to change data in production. 411 00:23:41,780 --> 00:23:44,230 Let's go to space survey. 412 00:23:44,230 --> 00:23:47,220 I'm actually going to pick on another department 413 00:23:47,220 --> 00:23:51,573 because my department doesn't have a lot of equipment. 414 00:23:53,100 --> 00:23:53,993 Let's see. 415 00:23:55,770 --> 00:23:56,800 All right, this one I'm going 416 00:23:56,800 --> 00:24:00,120 to pick on engineering actually, cause this one has 417 00:24:00,120 --> 00:24:01,913 it's actually a better example. 418 00:24:02,870 --> 00:24:07,840 Man, let me just get the space and movable equipment. 419 00:24:07,840 --> 00:24:12,750 I booked market to, you know, it's under the S in A to Z 420 00:24:12,750 --> 00:24:15,140 but it's good to bookmark it because this is 421 00:24:15,140 --> 00:24:18,590 a really good page where these resources are. 422 00:24:18,590 --> 00:24:19,710 These probably work. 423 00:24:19,710 --> 00:24:21,530 I'm not going to chance it right now though. 424 00:24:21,530 --> 00:24:26,530 Let me get through the demo here. 425 00:24:26,570 --> 00:24:29,110 So, all right, I'm going to go into a room 426 00:24:29,110 --> 00:24:32,723 I picked electrical and biomedical engineering. 427 00:24:34,120 --> 00:24:37,920 And so this one, when I go to the summary, 428 00:24:37,920 --> 00:24:40,500 you'll actually see, this has, you know 429 00:24:40,500 --> 00:24:43,620 it lists all the equipment, says a lot of assets 430 00:24:43,620 --> 00:24:47,483 in the room and then it has the account details as well. 431 00:24:48,370 --> 00:24:50,020 So if it did require changes, 432 00:24:50,020 --> 00:24:52,630 I'm going to go back to room use. 433 00:24:52,630 --> 00:24:55,680 And so, like I said 434 00:24:55,680 --> 00:24:58,310 if there is a question on the room use, let me know. 435 00:24:58,310 --> 00:25:00,080 But there is that guide there 436 00:25:00,080 --> 00:25:05,080 that should open up and pick one primary room. 437 00:25:06,993 --> 00:25:10,590 Yes, but if you had to switch it, you just click select 438 00:25:10,590 --> 00:25:15,180 and then click delete, and then to add a room use, 439 00:25:15,180 --> 00:25:18,000 you would just click this drop down, 440 00:25:18,000 --> 00:25:22,920 and then this is all your, all the different room uses. 441 00:25:22,920 --> 00:25:25,070 So I'm just going to switch that to a 442 00:25:25,070 --> 00:25:30,070 to an office and add the room use, click that button add. 443 00:25:32,450 --> 00:25:35,880 Now it puts it, you'll see it puts it into the system 444 00:25:35,880 --> 00:25:38,170 but it does require a percentage. 445 00:25:38,170 --> 00:25:40,010 So it has to be a hundred percent. 446 00:25:40,010 --> 00:25:41,810 So I'm going to put it in a hundred. 447 00:25:43,210 --> 00:25:46,030 And if you don't put in a percentage, 448 00:25:46,030 --> 00:25:47,603 it will give you an error. 449 00:25:51,470 --> 00:25:53,293 And we also checked those. 450 00:25:54,920 --> 00:25:58,090 There was at one point 451 00:25:58,090 --> 00:26:00,800 this particular tab wasn't giving the error 452 00:26:00,800 --> 00:26:03,370 and it was allowing it be imported. 453 00:26:03,370 --> 00:26:05,230 But when we run our exception reports 454 00:26:05,230 --> 00:26:06,640 in the morning we would catch it. 455 00:26:06,640 --> 00:26:09,903 So, but the error should work. 456 00:26:11,680 --> 00:26:15,820 So I'm just going to move on to the groups here. 457 00:26:15,820 --> 00:26:19,530 And these are all the departments 458 00:26:19,530 --> 00:26:21,593 that are assigned to the space. 459 00:26:22,560 --> 00:26:26,900 And these really shouldn't be changed much either 460 00:26:26,900 --> 00:26:31,060 because since we moved to the incentive-based budget model 461 00:26:31,060 --> 00:26:35,240 all the space moves are require provost approval. 462 00:26:35,240 --> 00:26:38,780 So they require a space request. 463 00:26:38,780 --> 00:26:42,070 And that form from your Dean 464 00:26:42,070 --> 00:26:47,070 or director is located on the right side of the space 465 00:26:47,680 --> 00:26:50,583 movable equipment, inventory page, under forms. 466 00:26:51,560 --> 00:26:55,670 So space bank form, or space request form, I'm sorry, 467 00:26:55,670 --> 00:26:57,830 right here is the one you want to fill out. 468 00:26:57,830 --> 00:27:02,830 And that gets processed provost approves it, 469 00:27:03,310 --> 00:27:04,810 and then we go in 470 00:27:04,810 --> 00:27:09,350 and and move the space, move the departments. 471 00:27:09,350 --> 00:27:12,570 Now there's a few other exceptions to that. 472 00:27:12,570 --> 00:27:14,430 If you are at the Dean's level 473 00:27:14,430 --> 00:27:16,090 like I'm in engineering right now. 474 00:27:16,090 --> 00:27:19,960 So if I was at, at Dean's engineering level 475 00:27:19,960 --> 00:27:23,890 I can go in and swap the apartments that roll up 476 00:27:23,890 --> 00:27:28,890 to the Dean's level, if they've moved spaces. 477 00:27:28,990 --> 00:27:32,830 So I can just, this works the same way as the other tab. 478 00:27:32,830 --> 00:27:35,240 If I wanted to switch this, 479 00:27:35,240 --> 00:27:38,743 I could click select, delete group, 480 00:27:39,850 --> 00:27:41,910 and then now it's blank. 481 00:27:41,910 --> 00:27:44,360 And then I would go in and grab another. 482 00:27:44,360 --> 00:27:49,360 Let's say mechanical engineering moved in there 483 00:27:49,660 --> 00:27:52,780 and I can add the group as well. 484 00:27:52,780 --> 00:27:54,550 These require a percentage. 485 00:27:54,550 --> 00:27:55,840 Now, if the room is shared 486 00:27:55,840 --> 00:27:57,580 with another engineering department 487 00:27:57,580 --> 00:27:59,403 I can put that other group in. 488 00:28:02,160 --> 00:28:06,647 So we'll go in and we'll put civil just as an example. 489 00:28:08,870 --> 00:28:13,770 And then you would put the percentages in here 50 and 50. 490 00:28:13,770 --> 00:28:16,860 We'll say, let's say they're splitting this room evenly. 491 00:28:16,860 --> 00:28:18,990 These have to add up to a hundred. 492 00:28:20,110 --> 00:28:20,943 If they don't, 493 00:28:20,943 --> 00:28:24,603 you will get an error up here when you click save. 494 00:28:26,600 --> 00:28:30,710 Okay and the other scenario, you know 495 00:28:30,710 --> 00:28:35,340 if there is a case where let's say engineering 496 00:28:35,340 --> 00:28:38,780 is switching space with another college 497 00:28:38,780 --> 00:28:41,560 and another responsibility center, we call them us. 498 00:28:41,560 --> 00:28:43,510 So it'd be like arts and sciences 499 00:28:45,010 --> 00:28:48,560 or Rubinstein or CALS one of those. 500 00:28:48,560 --> 00:28:50,740 And it was provost approved, 501 00:28:50,740 --> 00:28:54,220 so we know about it, but sometimes we'll have 502 00:28:54,220 --> 00:28:58,240 to inventory the way the space looked before the move 503 00:28:58,240 --> 00:29:00,800 and after the move, if it was during the fiscal year. 504 00:29:00,800 --> 00:29:04,220 And in those cases, that's an email to me as well 505 00:29:04,220 --> 00:29:09,190 because the current system does not allow you 506 00:29:09,190 --> 00:29:11,430 to put in data allocations. 507 00:29:11,430 --> 00:29:14,280 We can do that on the backend. 508 00:29:14,280 --> 00:29:17,340 So I could actually show how it looked the first half 509 00:29:17,340 --> 00:29:19,300 of the year and the second half of the year. 510 00:29:19,300 --> 00:29:20,780 So that's a coordination with me. 511 00:29:20,780 --> 00:29:24,210 Just let me know if there are those cases. 512 00:29:24,210 --> 00:29:26,530 I don't think there's many of them this year. 513 00:29:26,530 --> 00:29:28,233 I think we've caught them all. 514 00:29:34,040 --> 00:29:39,040 I was trying to think if there was another scenario on that. 515 00:29:39,830 --> 00:29:41,400 No, okay. 516 00:29:41,400 --> 00:29:44,270 Oh, well, yeah, that was what I was going to add to that. 517 00:29:44,270 --> 00:29:48,410 We're we are currently in an RFP process 518 00:29:48,410 --> 00:29:49,910 looking at new systems. 519 00:29:49,910 --> 00:29:54,410 And one of the requirements that we want is the ability 520 00:29:54,410 --> 00:29:57,640 for you to put those date ranges in on your end. 521 00:29:57,640 --> 00:30:00,120 So that's, that's something that's come up 522 00:30:01,065 --> 00:30:03,915 as a criticism in the past of the, of our current system. 523 00:30:05,030 --> 00:30:08,423 So I'm going to go to move on to the employee tab here. 524 00:30:10,310 --> 00:30:15,310 And this works, you would first, there's two drop downs. 525 00:30:15,890 --> 00:30:18,830 So you're going to put all the employees who sat 526 00:30:18,830 --> 00:30:23,200 in a space for the year here, and I'm going to go 527 00:30:23,200 --> 00:30:25,250 and say I have two departments in the room. 528 00:30:25,250 --> 00:30:27,450 So you would pick first, pick the department 529 00:30:29,740 --> 00:30:31,480 and then go to the dropdown and pick the employee. 530 00:30:31,480 --> 00:30:36,480 And this lists all the employees in the HR database. 531 00:30:38,570 --> 00:30:43,060 And there's a couple, you can type a name in 532 00:30:43,060 --> 00:30:44,160 so you don't have 533 00:30:44,160 --> 00:30:47,570 to scroll through a list of 10,000 people. 534 00:30:47,570 --> 00:30:49,250 So I'm just going to type my name 535 00:30:53,750 --> 00:30:58,750 and click add and these also require a percentage. 536 00:31:00,220 --> 00:31:04,780 So you can weight these by, you know, their time 537 00:31:04,780 --> 00:31:08,400 and the space and their FTE percentages. 538 00:31:08,400 --> 00:31:11,250 And Dawn can go over that a little more 539 00:31:11,250 --> 00:31:12,740 when she does the functional use. 540 00:31:12,740 --> 00:31:14,593 Cause it is tied to functional use, 541 00:31:15,500 --> 00:31:16,900 the activities in the space. 542 00:31:18,010 --> 00:31:20,973 I'm just going to put a hundred for myself here. 543 00:31:22,700 --> 00:31:25,963 And I'll move on to functional use. 544 00:31:28,380 --> 00:31:29,890 Oh, I should show too. 545 00:31:29,890 --> 00:31:32,410 Let me just show you, this comes up. 546 00:31:32,410 --> 00:31:36,430 I'll say, I'll add for students, 547 00:31:36,430 --> 00:31:39,010 if they're funded, they should be on this list. 548 00:31:39,010 --> 00:31:41,040 But if they're are not funded, 549 00:31:41,040 --> 00:31:44,673 we do have a generic code here, 550 00:31:45,730 --> 00:31:50,393 students unfunded and let me just type students, 551 00:31:51,470 --> 00:31:54,483 so there is a student's unfunded code there. 552 00:31:56,520 --> 00:31:59,730 And we also have an affiliated faculty too 553 00:31:59,730 --> 00:32:02,070 for those cases that, you know, you might have 554 00:32:02,070 --> 00:32:07,070 like a emeritus faculty or something employ right here. 555 00:32:10,400 --> 00:32:12,860 That's another, another one 556 00:32:12,860 --> 00:32:14,823 for people that are not in the list. 557 00:32:17,660 --> 00:32:19,130 I actually can go ahead. 558 00:32:19,130 --> 00:32:22,610 Let me just add that just to show you so now yeah 559 00:32:22,610 --> 00:32:27,610 I have to put percentages, so I'll do 50 and 50 we'll say. 560 00:32:39,320 --> 00:32:41,090 So I'll move on to functional use. 561 00:32:41,090 --> 00:32:43,713 And Dawn's going to spend more time on this. 562 00:32:45,450 --> 00:32:46,660 And this is critical 563 00:32:46,660 --> 00:32:48,733 that you get these percentages correct 564 00:32:48,733 --> 00:32:52,410 because this is what the feds, you know, look at. 565 00:32:52,410 --> 00:32:54,370 And when they do their audits, one 566 00:32:54,370 --> 00:32:58,920 of the things they look at and, but it works the same way. 567 00:32:58,920 --> 00:33:02,420 So you'll first pick one of the departments. 568 00:33:02,420 --> 00:33:04,990 So each department needs a function code 569 00:33:04,990 --> 00:33:06,883 cause I have two in the space now. 570 00:33:08,640 --> 00:33:12,620 And then the two digit FAMIS function codes, 571 00:33:12,620 --> 00:33:17,070 these relate to your three digit PeopleSoft codes. 572 00:33:17,070 --> 00:33:18,950 And you know, those 573 00:33:18,950 --> 00:33:22,283 there is back on the space page, 574 00:33:24,984 --> 00:33:27,757 up at the top, here there 575 00:33:27,757 --> 00:33:30,660 the space functional use definitions. 576 00:33:30,660 --> 00:33:33,713 There's a PDF explaining that. 577 00:33:36,690 --> 00:33:38,850 So I'm just going to go ahead and pick 578 00:33:41,470 --> 00:33:45,400 this is another new thing that Dawn'll go over to this year 579 00:33:45,400 --> 00:33:48,210 we separated out the function code 10. 580 00:33:48,210 --> 00:33:51,130 It used to be instruction and department research. 581 00:33:51,130 --> 00:33:54,400 Now we have two codes, 10 instruction 582 00:33:54,400 --> 00:33:56,173 11 department research. 583 00:33:57,670 --> 00:33:59,963 I'm just going to put this in as instruction. 584 00:34:01,010 --> 00:34:03,120 I'll add that. 585 00:34:03,120 --> 00:34:07,820 And then the other department will require a code. 586 00:34:07,820 --> 00:34:11,540 So we could say, let's say they are 587 00:34:12,810 --> 00:34:15,943 just an administrative function here. 588 00:34:18,170 --> 00:34:22,420 And these, this weighting is critical 589 00:34:22,420 --> 00:34:25,023 for now for this example, I'm just going to put in. 590 00:34:27,570 --> 00:34:30,780 So each one, so now that there's two departments 591 00:34:30,780 --> 00:34:34,530 in the space, so each group has to add up to a hundred. 592 00:34:34,530 --> 00:34:38,830 So this will be a hundred and this'll be a hundred 593 00:34:38,830 --> 00:34:41,813 because it's two, two groups sharing the space. 594 00:34:42,770 --> 00:34:45,970 So all each of their respective activities has 595 00:34:45,970 --> 00:34:49,533 to add to a hundred or associated activities. 596 00:34:50,990 --> 00:34:53,803 Okay, I'll move on to room contacts. 597 00:34:54,800 --> 00:34:56,320 And this is where 598 00:34:58,120 --> 00:35:00,473 for space coordinator you can just put yourself in. 599 00:35:01,940 --> 00:35:04,840 And then the room contacts we have 600 00:35:04,840 --> 00:35:08,250 this is for principal investigators for lab spaces. 601 00:35:08,250 --> 00:35:12,140 So you want to add those and as well, and this 602 00:35:12,140 --> 00:35:15,240 works the same way you put select principal investigator 603 00:35:15,240 --> 00:35:16,983 and then select the drop down. 604 00:35:18,030 --> 00:35:22,060 I'm just going to grab, grab one 605 00:35:22,060 --> 00:35:25,523 and you can put multiple PIs in the room if there are. 606 00:35:28,240 --> 00:35:32,670 I'll move on to equipment and Reiko's going 607 00:35:32,670 --> 00:35:35,080 to be going over this in more detail. 608 00:35:35,080 --> 00:35:37,650 So I won't spend a ton of time, but this lists 609 00:35:37,650 --> 00:35:40,240 you're going to run your equipment report out of PeopleSoft 610 00:35:40,240 --> 00:35:44,160 which Reiko will demonstrate all and enter in 611 00:35:44,160 --> 00:35:45,990 or check it with this list, 612 00:35:45,990 --> 00:35:49,373 make sure that they're, everything's entered in. 613 00:35:51,100 --> 00:35:54,850 To delete a piece of equipment, or if it was something 614 00:35:54,850 --> 00:35:58,180 you got rid of, you would just select it 615 00:35:58,180 --> 00:36:02,313 and then click delete here on the bottom. 616 00:36:03,440 --> 00:36:07,170 And you can put a comment in there too. 617 00:36:07,170 --> 00:36:12,170 Like this piece of equipment was, you know, disposed of. 618 00:36:14,210 --> 00:36:17,443 And I would just click delete down here on the lower right. 619 00:36:18,850 --> 00:36:22,030 Also for moves, 620 00:36:22,030 --> 00:36:24,870 if let's say a piece of equipment's going to be moved 621 00:36:24,870 --> 00:36:29,270 from one room to another, you can leave it in this 622 00:36:29,270 --> 00:36:33,527 in the old room, go into the new room and just add it. 623 00:36:33,527 --> 00:36:37,140 And the system automatically will move it out 624 00:36:37,140 --> 00:36:38,790 of the, out of the existing room. 625 00:36:40,070 --> 00:36:42,650 So that's something to keep in mind 626 00:36:42,650 --> 00:36:44,150 with the way the system works. 627 00:36:47,250 --> 00:36:49,940 Okay, and then accounts, which Dawn's going 628 00:36:49,940 --> 00:36:51,943 to go into in more detail. 629 00:36:53,030 --> 00:36:55,750 This is where we put a chart in at the top. 630 00:36:55,750 --> 00:36:58,500 So chart of accounts is required 631 00:36:58,500 --> 00:37:01,713 for certain functions in the room. 632 00:37:02,690 --> 00:37:03,523 And 633 00:37:06,930 --> 00:37:10,910 this has, you know, it's organized by an operating 634 00:37:10,910 --> 00:37:14,150 you know, chart of account operating unit fond and source. 635 00:37:14,150 --> 00:37:16,793 Some of, some of these are combined. 636 00:37:18,060 --> 00:37:21,890 You can type these in or use the use the dropdowns 637 00:37:21,890 --> 00:37:24,913 use the search functions to populate them. 638 00:37:29,061 --> 00:37:30,680 And I just wanted to see, 639 00:37:30,680 --> 00:37:32,830 so, you know your funding sources will come 640 00:37:32,830 --> 00:37:35,060 from your effort certifications 641 00:37:35,060 --> 00:37:37,800 and your labor distributions. 642 00:37:37,800 --> 00:37:40,833 And there is that crosswalk too 643 00:37:45,270 --> 00:37:48,610 that I mentioned for the three digit PeopleSoft 644 00:37:48,610 --> 00:37:51,460 and the two digit FAMIS function code 645 00:37:51,460 --> 00:37:54,653 that we have provided on the page. 646 00:37:56,160 --> 00:37:59,340 So if this once, so now I've gone through left or right, 647 00:37:59,340 --> 00:38:03,640 I've made all my changes and you can save, 648 00:38:03,640 --> 00:38:05,270 another thing to keep in mind is 649 00:38:05,270 --> 00:38:09,240 if you're entering a lot of accounts, make sure you do save 650 00:38:09,240 --> 00:38:10,890 if you're going to take a lunch break 651 00:38:10,890 --> 00:38:14,470 or something because if you just leave the leave at idle 652 00:38:14,470 --> 00:38:18,280 it can log you out and it, you can lose data. 653 00:38:18,280 --> 00:38:22,340 So always remember to hit save return 654 00:38:22,340 --> 00:38:23,990 or save preview which will bring you 655 00:38:23,990 --> 00:38:28,990 to the summary tab periodically when entering these in. 656 00:38:31,730 --> 00:38:34,600 But what I do, if you've, you know 657 00:38:34,600 --> 00:38:36,280 you're just straight through 658 00:38:36,280 --> 00:38:39,170 like I just did the last tab you go to 659 00:38:39,170 --> 00:38:41,913 is the actually the second tab, the room info. 660 00:38:43,150 --> 00:38:46,870 And that's where you're going to roll that year to 2021. 661 00:38:46,870 --> 00:38:49,953 It'll say this task still has 2020, 662 00:38:50,970 --> 00:38:52,803 and I'm going to click save return. 663 00:38:56,960 --> 00:39:00,070 And I made a mistake. 664 00:39:00,070 --> 00:39:03,209 So it will give you that error up here, 665 00:39:03,209 --> 00:39:04,253 you'll see it in red. 666 00:39:05,160 --> 00:39:07,680 So what I did is I had two groups 667 00:39:09,407 --> 00:39:12,930 and see each groups employees have to add up to a hundred. 668 00:39:12,930 --> 00:39:15,313 So I did them at 50 by mistake. 669 00:39:17,770 --> 00:39:19,390 I did that intentionally, right? 670 00:39:19,390 --> 00:39:23,420 So I could show you how the error works, but no, 671 00:39:23,420 --> 00:39:25,680 so now they're each a hundred 672 00:39:25,680 --> 00:39:28,653 and I'm going to hit save return. 673 00:39:30,780 --> 00:39:33,890 And now it brings me back to my list of rooms. 674 00:39:33,890 --> 00:39:34,723 - Michael, do you know? 675 00:39:34,723 --> 00:39:36,150 So if you get an error 676 00:39:36,150 --> 00:39:38,933 after hitting the save return, did it save it? 677 00:39:40,110 --> 00:39:41,170 But you have an error. 678 00:39:41,170 --> 00:39:46,170 - No, you have to fix the error and then re-save it. 679 00:39:47,070 --> 00:39:48,930 So, but it's nice, 680 00:39:48,930 --> 00:39:52,384 it tells you exactly where the error is so. 681 00:39:52,384 --> 00:39:55,873 - Did it bring you to the page, I don't recall. 682 00:39:56,717 --> 00:39:58,323 - It did, yeah yeah. 683 00:40:00,090 --> 00:40:03,070 - And while I'm talking, there was a comment 684 00:40:03,070 --> 00:40:05,350 in the chat from somebody to just a reminder 685 00:40:05,350 --> 00:40:08,080 that you do need to be on the VPN for FAMIS. 686 00:40:08,080 --> 00:40:10,380 I'm assuming that's the same for BI Publisher. 687 00:40:11,620 --> 00:40:16,573 - Yes, yep, yeah, and in the past we had 688 00:40:19,450 --> 00:40:22,930 College of Madison's on a different network and so they 689 00:40:22,930 --> 00:40:27,270 they had to use VPN anyway, even when we were all on campus. 690 00:40:27,270 --> 00:40:28,950 But now when we're off campus yeah, 691 00:40:28,950 --> 00:40:32,793 you have to use the VPN Cisco. 692 00:40:35,320 --> 00:40:40,320 All right, so I'm going to show reports quickly. 693 00:40:41,360 --> 00:40:45,800 Well, if there's any other questions on the navigation 694 00:40:45,800 --> 00:40:49,193 or where there any other ones or I can move on to reports. 695 00:40:50,190 --> 00:40:51,690 - There's nothing in the chat. 696 00:40:54,612 --> 00:40:56,236 - All right, all right. 697 00:40:56,236 --> 00:40:59,080 So I'm going to go to BI Publisher. 698 00:40:59,080 --> 00:41:04,080 So this is, I'll just open a new tab here. 699 00:41:06,700 --> 00:41:11,270 I just want to start and you click on, 700 00:41:11,270 --> 00:41:13,020 so we also have a link 701 00:41:13,950 --> 00:41:18,040 on the right hand side to get into BI Publisher. 702 00:41:18,040 --> 00:41:20,190 And that's where our reporting is. 703 00:41:20,190 --> 00:41:23,860 And I should also, Dawn mentioned 704 00:41:23,860 --> 00:41:26,500 if you need any more assistance 705 00:41:26,500 --> 00:41:30,010 on the navigation, there are some videos 706 00:41:30,010 --> 00:41:33,210 we put up as well down here 707 00:41:33,210 --> 00:41:35,823 that just basically goes over what I said. 708 00:41:37,430 --> 00:41:41,530 So I'm going to click on this BI Publisher. 709 00:41:41,530 --> 00:41:45,313 And this is also your UVM Net ID and password. 710 00:41:46,700 --> 00:41:48,343 So I'm just going to log in. 711 00:41:54,260 --> 00:41:59,260 It'll open up a screen that looks somewhat like this. 712 00:41:59,600 --> 00:42:02,020 What I usually do is go up to the right here 713 00:42:02,020 --> 00:42:03,383 and click catalog. 714 00:42:04,690 --> 00:42:07,620 And that brings you, to your left, 715 00:42:07,620 --> 00:42:09,290 you're going to see some folders and your 716 00:42:09,290 --> 00:42:13,110 your structure may look different than mine, 717 00:42:13,110 --> 00:42:16,810 depending on your access level. 718 00:42:16,810 --> 00:42:21,810 But when you click FAMIS reports, you'll see there's 719 00:42:22,440 --> 00:42:26,350 a folder for space survey reports here. 720 00:42:26,350 --> 00:42:28,750 So I'm going to click on this one on the bottom. 721 00:42:30,720 --> 00:42:33,630 And then this shows you all the reports available 722 00:42:33,630 --> 00:42:37,530 to you to run during the process. 723 00:42:37,530 --> 00:42:42,530 So I can start with the first there's two that are required. 724 00:42:44,010 --> 00:42:46,400 One that we kind of recommend. 725 00:42:46,400 --> 00:42:49,440 And they're the, the first required one is this chart 726 00:42:49,440 --> 00:42:53,250 field space, functional use exception report. 727 00:42:53,250 --> 00:42:55,853 So this, this report shows, 728 00:42:57,000 --> 00:42:59,660 so we showed you that chart where the chart 729 00:42:59,660 --> 00:43:02,050 of accounts as needed for specific activity. 730 00:43:02,050 --> 00:43:04,230 So it's got to look at both of them 731 00:43:04,230 --> 00:43:06,710 and see if there's any mismatches 732 00:43:06,710 --> 00:43:11,710 between the two and let you know where those exactly are. 733 00:43:12,140 --> 00:43:16,473 So this will also be tied to your net ID. 734 00:43:17,740 --> 00:43:20,570 I can see all the departments, so I'm just cause I'm 735 00:43:20,570 --> 00:43:23,740 an administrator but so if you have multiple, 736 00:43:23,740 --> 00:43:26,623 you may see multiple departments at a Dean's level. 737 00:43:27,950 --> 00:43:29,040 So I'm going to pick 738 00:43:29,040 --> 00:43:32,823 a I think I used CALS as an example, the last time. 739 00:43:34,530 --> 00:43:37,507 And our 51,000. 740 00:43:38,667 --> 00:43:43,380 And you can type that in too, I mean, if you know your codes 741 00:43:44,680 --> 00:43:48,710 and then there's three tabs here, a summary and a detail. 742 00:43:48,710 --> 00:43:50,410 And then there's one, if you want to, this 743 00:43:50,410 --> 00:43:53,850 one's more Excel friendly, the way it's set up. 744 00:43:53,850 --> 00:43:57,583 But the summary I'm just going to click apply, you'll see. 745 00:44:03,130 --> 00:44:08,130 Okay so this shows you that there's right down here 746 00:44:08,380 --> 00:44:11,060 there's four exceptions found. 747 00:44:11,060 --> 00:44:14,640 So you want this to say zero, that's your goal. 748 00:44:14,640 --> 00:44:17,810 Now, one thing to keep in mind is if you make changes 749 00:44:17,810 --> 00:44:20,030 and run this report, it's not going 750 00:44:20,030 --> 00:44:24,000 to show to the next day 24 hours until we import it. 751 00:44:24,000 --> 00:44:27,130 So you may have to wait till the next morning. 752 00:44:27,130 --> 00:44:28,493 I usually get them done, 753 00:44:29,950 --> 00:44:31,830 I'd say by 10:00 AM, they're usually done 754 00:44:31,830 --> 00:44:36,830 every morning, but this actually shows you. 755 00:44:37,890 --> 00:44:42,890 where, what the exception is and where it is. 756 00:44:45,440 --> 00:44:49,640 So say, you know, functions 351, 352 757 00:44:50,640 --> 00:44:53,700 not in function, code 28 space. 758 00:44:53,700 --> 00:44:55,890 That's when you have to fix. 759 00:44:55,890 --> 00:45:00,890 And there's also one here, there's a 60 function code 60 760 00:45:01,140 --> 00:45:03,620 without the right chart string. 761 00:45:03,620 --> 00:45:07,150 There's also this one function code 99 762 00:45:07,150 --> 00:45:08,730 which is a good one to point out 763 00:45:08,730 --> 00:45:13,730 because that's one we put in when we put in new spaces 764 00:45:14,160 --> 00:45:16,930 for renovations, I don't know your activities. 765 00:45:16,930 --> 00:45:19,780 So I may only know what the room use is. 766 00:45:19,780 --> 00:45:20,830 I don't know the activity. 767 00:45:20,830 --> 00:45:25,210 So we just put it in this temporary 99 code. 768 00:45:25,210 --> 00:45:28,893 So those need to be checked and rectified and and updated. 769 00:45:31,313 --> 00:45:33,910 To see where exactly these are, 770 00:45:33,910 --> 00:45:37,770 you have to click on the second tab here, the detail 771 00:45:37,770 --> 00:45:39,753 and then click apply again. 772 00:45:41,490 --> 00:45:43,390 So that just tells you, you have errors, 773 00:45:43,390 --> 00:45:46,570 the summary, this one actually shows you where they are. 774 00:45:46,570 --> 00:45:50,700 So here it is, Jeffords, you know, room 351 775 00:45:50,700 --> 00:45:52,660 is where that error is. 776 00:45:52,660 --> 00:45:55,010 So then you'd go back into the space, you know 777 00:45:55,010 --> 00:45:59,963 your space and survey and make those fixes. 778 00:46:03,250 --> 00:46:07,863 Okay the other report that's required, 779 00:46:08,840 --> 00:46:11,640 so to get back to the, to the main thing 780 00:46:11,640 --> 00:46:16,520 menu on this you'll click catalog up here 781 00:46:18,730 --> 00:46:20,070 and the other one that's required 782 00:46:20,070 --> 00:46:22,140 is this inventory progress. 783 00:46:22,140 --> 00:46:25,830 So I said the last step, always 784 00:46:27,050 --> 00:46:31,343 in the inventory and I'll just click on the space inventory 785 00:46:33,089 --> 00:46:35,650 is to roll this inventory year to 2021. 786 00:46:35,650 --> 00:46:37,610 And that's certifying 787 00:46:37,610 --> 00:46:41,420 that you finished the space and it's done. 788 00:46:41,420 --> 00:46:45,730 Sometimes you'll do it, and you'll forget to roll that, 789 00:46:45,730 --> 00:46:48,650 and that's common, but this report will actually 790 00:46:48,650 --> 00:46:53,650 show you what's been inventoried and what hasn't been. 791 00:46:54,710 --> 00:46:56,640 And there's a few parameters, 792 00:46:56,640 --> 00:46:59,253 this once again, will be tied to your net ID. 793 00:47:00,940 --> 00:47:02,460 But I'm just going to pick a 794 00:47:04,260 --> 00:47:09,200 one here and me go to that same, same department. 795 00:47:11,490 --> 00:47:13,023 I'll pick CALS. 796 00:47:14,520 --> 00:47:19,520 And then, so you can leave inventory year as null on this 797 00:47:22,320 --> 00:47:24,380 Cause it's based, it should every year, 798 00:47:24,380 --> 00:47:27,930 what we do is we clear that field. 799 00:47:27,930 --> 00:47:32,930 So it's going to show null or it's, it should show 2021 800 00:47:33,840 --> 00:47:37,120 one or the other, or if you made a mistake and by accident 801 00:47:37,120 --> 00:47:40,890 put 2020 and or something that this will show you that. 802 00:47:40,890 --> 00:47:42,573 So if I click apply. 803 00:47:47,260 --> 00:47:50,110 You'll see, so it has 174 null rooms. 804 00:47:50,110 --> 00:47:52,133 So I didn't roll any of these yet. 805 00:47:54,630 --> 00:47:57,660 And then if you need to know which ones you missed, 806 00:47:57,660 --> 00:47:59,730 you can click the detail tab, just 807 00:47:59,730 --> 00:48:02,570 like on the other report and then click apply. 808 00:48:02,570 --> 00:48:03,940 And it'll give you a report 809 00:48:03,940 --> 00:48:06,573 of all those rooms that still need to be rolled. 810 00:48:08,730 --> 00:48:12,050 And then I'll show the one that we recommend not require. 811 00:48:12,050 --> 00:48:14,160 These two are required, you got to run these. 812 00:48:14,160 --> 00:48:16,730 And then when you finish, you're going to, Dawn'll go 813 00:48:16,730 --> 00:48:21,360 over the, the, the completion process and the certification. 814 00:48:21,360 --> 00:48:23,720 So those two are required. 815 00:48:23,720 --> 00:48:24,900 The other one is kind 816 00:48:24,900 --> 00:48:28,860 of more recommended but a lot of people find it useful. 817 00:48:28,860 --> 00:48:30,510 It's this department room summary. 818 00:48:30,510 --> 00:48:32,690 And that's the one I said at the beginning 819 00:48:33,700 --> 00:48:36,660 it puts all that summary information 820 00:48:36,660 --> 00:48:38,963 into one comprehensive report. 821 00:48:40,090 --> 00:48:44,960 So this one, you know, and if you're at a Dean's level, 822 00:48:44,960 --> 00:48:47,023 you can run the whole division here. 823 00:48:47,900 --> 00:48:51,220 You can run the whole college in one report. 824 00:48:51,220 --> 00:48:56,170 I'm just going to pick, I'll just pick CALS again 825 00:48:56,170 --> 00:48:58,720 just to the Dean's office. 826 00:48:58,720 --> 00:49:02,340 You can leave these dates as the defaults. 827 00:49:02,340 --> 00:49:03,773 You can leave all of these. 828 00:49:03,773 --> 00:49:04,980 You can use these 829 00:49:04,980 --> 00:49:07,950 if you just wanted to see one building, you know 830 00:49:07,950 --> 00:49:12,480 you certainly can, but that's what these parameters are for 831 00:49:13,490 --> 00:49:17,023 but I'm just going to click apply to see all of CALS rooms. 832 00:49:20,020 --> 00:49:21,310 This could take a minute 833 00:49:23,960 --> 00:49:26,273 depending on how many rooms there are. 834 00:49:42,510 --> 00:49:43,760 That one is taking a bit. 835 00:49:48,130 --> 00:49:51,120 There it is, that one took them a minute. 836 00:49:51,120 --> 00:49:53,350 Now you can, so here it is. 837 00:49:53,350 --> 00:49:56,410 It's basically just looks like that summary tab 838 00:49:56,410 --> 00:50:01,410 but all in one, and you can export any of these reports too. 839 00:50:01,440 --> 00:50:05,093 And this one in particular works as a PDF. 840 00:50:06,230 --> 00:50:09,950 So you can either click this button 841 00:50:09,950 --> 00:50:13,660 to view it as a PDF and then save it or print it. 842 00:50:13,660 --> 00:50:16,620 Or you could actually just go to the wheel here 843 00:50:16,620 --> 00:50:18,700 and there's an export 844 00:50:18,700 --> 00:50:23,700 to PDF and a few of them work well with Excel, 845 00:50:24,040 --> 00:50:27,710 that one on the functional use exceptions. 846 00:50:27,710 --> 00:50:30,040 We had one formatted more for Excel. 847 00:50:30,040 --> 00:50:31,390 This one won't really go 848 00:50:31,390 --> 00:50:34,630 into a tabular format that well, the way it's laid out. 849 00:50:34,630 --> 00:50:37,300 So I would export this as a PDF 850 00:50:37,300 --> 00:50:40,980 and then you can just save it 851 00:50:40,980 --> 00:50:45,980 to your drive and use it as a reference. 852 00:50:51,100 --> 00:50:53,680 All right, and that's pretty much all I was going to cover. 853 00:50:53,680 --> 00:50:56,940 If there's any more questions I can hand it back 854 00:50:56,940 --> 00:50:58,283 over to Dawn. 855 00:51:00,890 --> 00:51:02,530 - Thanks, I, I don't see anything 856 00:51:02,530 --> 00:51:06,750 in the chat so we'll move on to the next section. 857 00:51:06,750 --> 00:51:08,650 Let me bring the presentation back up. 858 00:51:15,290 --> 00:51:17,010 So again, one of the main reasons 859 00:51:17,010 --> 00:51:20,610 for the space and equipment inventory is 860 00:51:20,610 --> 00:51:24,240 for this F&A rate development. 861 00:51:24,240 --> 00:51:27,600 And so any that aren't familiar with F&A yet, it's 862 00:51:27,600 --> 00:51:29,780 it stands for facilities and administration. 863 00:51:29,780 --> 00:51:33,760 That's basically our overhead rate for doing 864 00:51:33,760 --> 00:51:35,830 we're going to, we're going to focus on organized research 865 00:51:35,830 --> 00:51:39,370 because it's the bulk of the F&A recovery 866 00:51:39,370 --> 00:51:41,290 but it's basically the 867 00:51:44,388 --> 00:51:46,840 costs that are incurred for common or joint objectives. 868 00:51:46,840 --> 00:51:48,730 And can't be easily identified 869 00:51:48,730 --> 00:51:52,600 to a specific sponsored project or instructional activity. 870 00:51:52,600 --> 00:51:53,640 So for instance like the 871 00:51:53,640 --> 00:51:57,240 the electricity or the operation and maintenance 872 00:51:57,240 --> 00:52:00,860 for a particular building that has organized research 873 00:52:00,860 --> 00:52:02,920 in it it's there isn't a feasible way 874 00:52:02,920 --> 00:52:05,950 to directly charge the particular amount 875 00:52:05,950 --> 00:52:09,210 of electricity to the sponsored projects 876 00:52:09,210 --> 00:52:12,940 but they are true costs that a university incurs 877 00:52:12,940 --> 00:52:14,630 in order to conduct that research. 878 00:52:14,630 --> 00:52:16,930 And so the F&A rate is used 879 00:52:16,930 --> 00:52:20,110 to ensure that the sponsors are paying their fair share 880 00:52:20,110 --> 00:52:21,263 of these expenses. 881 00:52:22,480 --> 00:52:27,240 The administrative piece of that is capped at 26%. 882 00:52:27,240 --> 00:52:31,410 The administrative burden to manage these awards 883 00:52:31,410 --> 00:52:34,940 is well beyond the 26% and for UVM 884 00:52:34,940 --> 00:52:37,010 and pretty much every institution across the country 885 00:52:37,010 --> 00:52:40,890 but the government has capped it at the 26%. 886 00:52:40,890 --> 00:52:42,020 So that means we really need 887 00:52:42,020 --> 00:52:44,350 to focus on the facilities piece and ensuring 888 00:52:44,350 --> 00:52:49,130 that we're getting as much of the expense recovery back. 889 00:52:49,130 --> 00:52:50,550 And that can only be done 890 00:52:50,550 --> 00:52:53,460 by determining how the space is functionally used 891 00:52:53,460 --> 00:52:56,250 to be able to properly allocate those expenses 892 00:52:56,250 --> 00:52:59,453 to organize a research for instance. 893 00:53:01,570 --> 00:53:04,630 F&A is the third largest revenue source for UVM. 894 00:53:04,630 --> 00:53:08,180 And, and since IBB is been in place, 895 00:53:08,180 --> 00:53:10,860 the units actually get their F&A back, 896 00:53:10,860 --> 00:53:14,100 and a lot of that is really funding a lot of our salaries. 897 00:53:14,100 --> 00:53:16,050 And so it really does have an impact 898 00:53:16,050 --> 00:53:17,917 and and the work that you're doing here 899 00:53:17,917 --> 00:53:20,353 and the detail that you get is really important. 900 00:53:24,910 --> 00:53:27,570 I kind of, kind of already covered this actually, but yeah 901 00:53:27,570 --> 00:53:30,870 I mean, I read the costs are allocated based 902 00:53:30,870 --> 00:53:32,370 on the functional use of the building. 903 00:53:32,370 --> 00:53:37,270 So if a building has 20% organized research 904 00:53:37,270 --> 00:53:39,197 the operation and maintenance of that building 905 00:53:39,197 --> 00:53:43,220 or the building depreciation for that building 20% 906 00:53:43,220 --> 00:53:46,460 of that can be allocated to organize research. 907 00:53:46,460 --> 00:53:50,270 So we need to know how the spaces are actually being used 908 00:53:50,270 --> 00:53:51,860 so that we can allocate those costs 909 00:53:51,860 --> 00:53:56,440 and and having sufficient detail when we get reviewed 910 00:53:56,440 --> 00:53:57,900 by the federal agencies. 911 00:53:57,900 --> 00:54:01,000 So we, we have the proposed F&A rates 912 00:54:01,000 --> 00:54:03,030 and they're negotiated with the federal government, 913 00:54:03,030 --> 00:54:06,590 and as part of that negotiation process, the federal 914 00:54:06,590 --> 00:54:09,480 government representative will conduct onsite reviews. 915 00:54:09,480 --> 00:54:11,710 They have been doing some over Teams 916 00:54:11,710 --> 00:54:15,250 or Zooms this past year, but, and some of that may continue 917 00:54:15,250 --> 00:54:20,250 but they do plan on resuming on-site visits when they can. 918 00:54:20,420 --> 00:54:23,650 And they do that to validate the integrity of the inventory. 919 00:54:23,650 --> 00:54:24,850 So they want to see the space. 920 00:54:24,850 --> 00:54:25,890 They want to see who's in there. 921 00:54:25,890 --> 00:54:30,210 They want to meet with the PIs of various departments 922 00:54:30,210 --> 00:54:33,400 that the ones that have more organized research 923 00:54:33,400 --> 00:54:37,580 and check where the equipment is. 924 00:54:37,580 --> 00:54:40,890 So it's very important that we're accurate 925 00:54:40,890 --> 00:54:43,950 as possible in this study, in a space study. 926 00:54:43,950 --> 00:54:48,410 So that cause any discrepancies that are found during 927 00:54:48,410 --> 00:54:53,330 that on-site review provides the federal negotiator 928 00:54:53,330 --> 00:54:57,653 a justifiable reason to lower our F&A rate. 929 00:54:59,260 --> 00:55:01,640 And any issues that they, 930 00:55:01,640 --> 00:55:04,340 indiscrepancies they find lowers UVMs credibility 931 00:55:04,340 --> 00:55:06,653 in defending our F&A rate proposals. 932 00:55:10,440 --> 00:55:14,550 The key principle in functionalizing space is making sure 933 00:55:14,550 --> 00:55:17,560 that the space aligns with the basis is kind of what we say. 934 00:55:17,560 --> 00:55:21,320 So rooms, space, functional classification 935 00:55:21,320 --> 00:55:24,240 in that this the FAMIS function tab aligns 936 00:55:24,240 --> 00:55:26,310 with the functional description 937 00:55:26,310 --> 00:55:29,150 of the PeopleSoft chart strings 938 00:55:29,150 --> 00:55:32,053 for the funding activity in that room. 939 00:55:32,950 --> 00:55:34,360 And so, again, we're talking 940 00:55:34,360 --> 00:55:38,120 about July 1st, 2020 through June 30th, 2021. 941 00:55:38,120 --> 00:55:41,510 So even though the inventory opens today, really 942 00:55:41,510 --> 00:55:43,720 and if you're getting in there and in April 943 00:55:43,720 --> 00:55:45,360 and May you want to make sure 944 00:55:46,640 --> 00:55:48,810 that you're aware of what would be occurring in that room 945 00:55:48,810 --> 00:55:50,693 through the end of the fiscal year. 946 00:55:53,520 --> 00:55:56,520 There are a number of items 947 00:55:56,520 --> 00:55:59,310 that we consider critical success factors 948 00:55:59,310 --> 00:56:00,950 and I've kind of broken them up this year. 949 00:56:00,950 --> 00:56:02,470 So I'm going to focus on the first two now. 950 00:56:02,470 --> 00:56:05,050 So you really need to have firsthand knowledge 951 00:56:05,050 --> 00:56:07,810 of how the space was used during the fiscal year 952 00:56:07,810 --> 00:56:08,820 as I was mentioning before. 953 00:56:08,820 --> 00:56:11,520 And again, the full fiscal year, even 954 00:56:11,520 --> 00:56:13,960 through the end of June and knowledge 955 00:56:13,960 --> 00:56:18,010 of the occupants that are in that space and their time 956 00:56:18,010 --> 00:56:21,183 or the FTE that they're in that room during the fiscal year. 957 00:56:22,550 --> 00:56:24,570 So to expand on that a little bit, 958 00:56:24,570 --> 00:56:26,750 COVID obviously has a dramatic impact 959 00:56:26,750 --> 00:56:29,010 on how the space is being used 960 00:56:29,010 --> 00:56:32,530 and how and that's been since March of last year. 961 00:56:32,530 --> 00:56:35,060 And so the guidance that we have right now 962 00:56:35,060 --> 00:56:37,050 especially this being our base year 963 00:56:37,050 --> 00:56:40,290 and how we functionalize the space is really 964 00:56:40,290 --> 00:56:42,980 going to impact us for many years. 965 00:56:42,980 --> 00:56:45,020 So it's going to really be the basis 966 00:56:45,020 --> 00:56:47,910 for a five-year negotiation cycle 967 00:56:47,910 --> 00:56:51,690 of what we can have in our F&A rates. 968 00:56:51,690 --> 00:56:56,380 And so the guidance that we've been given is to think 969 00:56:56,380 --> 00:57:00,260 about how the space was used or would have been used 970 00:57:00,260 --> 00:57:02,923 in a normal year if COVID didn't happen. 971 00:57:04,100 --> 00:57:09,100 So the first step is really to determine who would have been 972 00:57:09,300 --> 00:57:12,080 in a space during a normal fiscal year. 973 00:57:12,080 --> 00:57:14,270 So the example I gave here is 974 00:57:14,270 --> 00:57:16,740 if you have an office space that is typically shared 975 00:57:16,740 --> 00:57:19,840 by four graduate students of a particular PI, 976 00:57:19,840 --> 00:57:22,980 you want to figure out who are those PIs grad students 977 00:57:22,980 --> 00:57:26,950 in FY21 that would have used that space. 978 00:57:26,950 --> 00:57:30,720 And if, for instance, in this example, the 979 00:57:30,720 --> 00:57:33,290 this PI only had two grad students in that case 980 00:57:33,290 --> 00:57:35,950 I would say, okay, even though maybe it was impacted 981 00:57:35,950 --> 00:57:37,760 by the number of students he had, 982 00:57:37,760 --> 00:57:39,150 because of COVID you're not going 983 00:57:39,150 --> 00:57:41,810 to make up employees in this case, but you would say, okay 984 00:57:41,810 --> 00:57:43,900 this would have been used by his two grad students 985 00:57:43,900 --> 00:57:46,540 and maybe this year he had six grad students. 986 00:57:46,540 --> 00:57:48,070 So you just really want to kind 987 00:57:48,070 --> 00:57:50,640 of think about who would have been in that space 988 00:57:50,640 --> 00:57:53,273 in the normal year if we were working on campus. 989 00:57:54,660 --> 00:57:56,870 So we did have a question earlier in the chat 990 00:57:56,870 --> 00:57:59,480 that said what if I have a vacant office 991 00:57:59,480 --> 00:58:01,070 because of an unfilled position. 992 00:58:01,070 --> 00:58:03,980 And this has been kind of a common question 993 00:58:03,980 --> 00:58:06,390 since we did have the hiring freeze. 994 00:58:06,390 --> 00:58:10,030 And so I guess Kate, I would probe it a little bit more. 995 00:58:10,030 --> 00:58:12,400 Has it been vacant the entire fiscal year 996 00:58:12,400 --> 00:58:16,380 or is it been since maybe December? 997 00:58:16,380 --> 00:58:20,990 So it's kind of conditional on, on that information. 998 00:58:20,990 --> 00:58:23,730 So really anytime, even in a non COVID year 999 00:58:23,730 --> 00:58:27,140 if you have a space that somebody was using 1000 00:58:27,140 --> 00:58:29,200 for a part of the fiscal year 1001 00:58:29,200 --> 00:58:32,370 but then became vacant because somebody left the university 1002 00:58:32,370 --> 00:58:34,230 and you haven't back filled that position, 1003 00:58:34,230 --> 00:58:37,760 you'd really want to look at how that space was used 1004 00:58:37,760 --> 00:58:40,490 or an and how the space would have been used 1005 00:58:40,490 --> 00:58:44,070 by that individual for the time period that person was here 1006 00:58:44,070 --> 00:58:48,630 and note, okay, this, this room was occupied 1007 00:58:48,630 --> 00:58:53,630 for July through November or July through December. 1008 00:58:56,350 --> 00:58:59,950 We do kind of want to limit a little bit about what the 1009 00:58:59,950 --> 00:59:02,350 the length of the notes and how often we're using 1010 00:59:02,350 --> 00:59:03,520 that notes tab in FAMIS. 1011 00:59:03,520 --> 00:59:07,490 But that would be one that you could use put a quick note 1012 00:59:07,490 --> 00:59:09,660 that, Hey, this person left in December, 1013 00:59:09,660 --> 00:59:11,530 we haven't back-filled the position. 1014 00:59:11,530 --> 00:59:14,420 If it was somebody who left in 2020, 1015 00:59:14,420 --> 00:59:18,200 and due to the hiring freeze, hasn't that space hasn't been 1016 00:59:18,200 --> 00:59:21,530 or that position hasn't been back filled 1017 00:59:21,530 --> 00:59:23,870 and nobody would have been using that room, 1018 00:59:23,870 --> 00:59:26,733 you could list that room as, as vacant and, 1019 00:59:29,100 --> 00:59:32,293 and under the functional use it wouldn't have an occupant. 1020 00:59:37,710 --> 00:59:40,330 So going back to the critical success factors, again 1021 00:59:40,330 --> 00:59:42,440 having the firsthand knowledge now, you know, the 1022 00:59:42,440 --> 00:59:44,530 the occupants, now you want to determine what 1023 00:59:44,530 --> 00:59:47,620 was the functional activities that would have been 1024 00:59:47,620 --> 00:59:49,330 was performed, or would have been performed 1025 00:59:49,330 --> 00:59:52,930 in that room for a normal FY 21 1026 00:59:52,930 --> 00:59:56,280 and having get information on the funding sources related 1027 00:59:56,280 --> 00:59:58,883 to the activities for that space. 1028 01:00:01,000 --> 01:00:02,780 So going to expand on that a little bit more, 1029 01:00:02,780 --> 01:00:05,370 so we have that first step that I mentioned the 1030 01:00:05,370 --> 01:00:07,930 last side is okay, who would be in that space? 1031 01:00:07,930 --> 01:00:10,070 And then the second step determining how 1032 01:00:10,070 --> 01:00:14,130 are those occupants funded for the fiscal year? 1033 01:00:14,130 --> 01:00:16,470 And then the third step is 1034 01:00:16,470 --> 01:00:19,670 of those occupants funded activities, 1035 01:00:19,670 --> 01:00:22,430 which of those incurred in this particular space 1036 01:00:22,430 --> 01:00:25,190 I'm looking at in inventory. 1037 01:00:25,190 --> 01:00:28,850 So one occupant could have three or eight rooms 1038 01:00:28,850 --> 01:00:32,870 you know, they're, they're not just restricted to one room. 1039 01:00:32,870 --> 01:00:35,240 And so if you're looking 1040 01:00:35,240 --> 01:00:40,240 at their salary distribution or their, if you're using ERS 1041 01:00:40,960 --> 01:00:43,110 and looking at their committed effort plans, you know 1042 01:00:43,110 --> 01:00:46,930 for the full fiscal year, it doesn't necessarily mean all 1043 01:00:46,930 --> 01:00:50,580 of that person's activities occurred in each of those rooms. 1044 01:00:50,580 --> 01:00:53,770 So in this example, I have an occupant who used an office 1045 01:00:53,770 --> 01:00:57,313 a class laboratory, and a research non-class laboratory. 1046 01:00:58,360 --> 01:01:00,400 And so you see that they have 1047 01:01:00,400 --> 01:01:04,480 on their salary distribution, multiple funding sources 1048 01:01:04,480 --> 01:01:09,480 and it may be correct to have their office listed for each 1049 01:01:10,050 --> 01:01:12,647 of those funding activities or functional activities. 1050 01:01:12,647 --> 01:01:13,950 And so you, but you would want 1051 01:01:13,950 --> 01:01:15,650 to confirm that they did in fact 1052 01:01:15,650 --> 01:01:17,463 use their office for all of those. 1053 01:01:19,697 --> 01:01:22,300 For a class laboratory, you would often see instruction 1054 01:01:22,300 --> 01:01:25,620 for that but you wouldn't typically see organized research 1055 01:01:25,620 --> 01:01:29,340 in a class laboratory, but they may be funded from both. 1056 01:01:29,340 --> 01:01:31,580 And then for that research non-class laboratory 1057 01:01:31,580 --> 01:01:33,470 that's where you would see the organized research 1058 01:01:33,470 --> 01:01:34,840 or maybe the department research. 1059 01:01:34,840 --> 01:01:36,370 But again, you wouldn't be seeing 1060 01:01:36,370 --> 01:01:37,640 that in a class laboratory. 1061 01:01:37,640 --> 01:01:39,090 So it's really taking a look 1062 01:01:39,090 --> 01:01:41,500 at the occupants, their funding sources, and which 1063 01:01:41,500 --> 01:01:46,223 of their functional use is being done in each of the rooms. 1064 01:01:47,580 --> 01:01:49,807 - Hey, Dawn, there's a chat question. 1065 01:01:51,520 --> 01:01:54,080 So can you clarify where you are talking 1066 01:01:54,080 --> 01:01:57,800 about on the tabs FAMIS. 1067 01:01:57,800 --> 01:01:59,200 - Yeah, so that was connected to Mike's presentation. 1068 01:01:59,200 --> 01:02:03,260 So when you're in FAMIS, you have the room use tab 1069 01:02:03,260 --> 01:02:05,930 the occupants tab, the functional tab, the accounts tab. 1070 01:02:05,930 --> 01:02:08,610 So it's really kind of when I say tabs, 1071 01:02:08,610 --> 01:02:10,060 that's what I'm referring to. 1072 01:02:12,460 --> 01:02:16,370 - Yeah, so that's functional use tab right? 1073 01:02:16,370 --> 01:02:19,020 - Correct. - Yeah, okay, thanks. 1074 01:02:19,020 --> 01:02:19,853 - Thank you. 1075 01:02:22,630 --> 01:02:26,660 So we do recommend that you save your documentation. 1076 01:02:26,660 --> 01:02:29,340 So one of my I'm, a big advocate 1077 01:02:29,340 --> 01:02:33,200 of running that department department summary report 1078 01:02:33,200 --> 01:02:37,290 where it kind of gives you that snapshot 1079 01:02:37,290 --> 01:02:41,360 of everything that's been inventoried for the room. 1080 01:02:41,360 --> 01:02:45,810 And right now to give you all of FY 19 space inventory data, 1081 01:02:45,810 --> 01:02:48,370 so the occupants that were listed in FY 19, 1082 01:02:48,370 --> 01:02:51,580 the functional use, the accounts, 1083 01:02:51,580 --> 01:02:53,620 and so you can have that print out 1084 01:02:53,620 --> 01:02:54,820 and you can make any notes 1085 01:02:54,820 --> 01:02:57,210 as you have your kind of interviews 1086 01:02:57,210 --> 01:03:02,210 with the individuals who oversee the rooms you're reviewing 1087 01:03:02,380 --> 01:03:06,150 and putting up any notes that you have on that. 1088 01:03:06,150 --> 01:03:06,983 So that when you go 1089 01:03:06,983 --> 01:03:09,240 to sit down and put your info information 1090 01:03:09,240 --> 01:03:12,160 to FAMIS you can maybe do 20 rooms at once 1091 01:03:12,160 --> 01:03:14,050 because you have all of your notes for that. 1092 01:03:14,050 --> 01:03:15,240 And I, and we recommend 1093 01:03:15,240 --> 01:03:17,050 that you keep any of that documentation 1094 01:03:17,050 --> 01:03:21,260 along with maybe any, any logs, room assignment lists, 1095 01:03:21,260 --> 01:03:23,680 and again, those interview notes, 1096 01:03:23,680 --> 01:03:24,780 especially for any rooms 1097 01:03:24,780 --> 01:03:26,970 that are coded with a hundred percent organized research 1098 01:03:26,970 --> 01:03:29,320 because the feds are really going to scrutinize those rooms. 1099 01:03:29,320 --> 01:03:33,530 And we want to have really detailed notes 1100 01:03:33,530 --> 01:03:37,113 to back that up if it's 100% organized research. 1101 01:03:37,990 --> 01:03:39,337 Okay, so, you know. 1102 01:03:40,828 --> 01:03:42,350 - There's another question. 1103 01:03:42,350 --> 01:03:46,913 How should a student lounge be classified for room info? 1104 01:03:48,520 --> 01:03:50,893 - When you say room info, do you mean room use? 1105 01:03:52,040 --> 01:03:57,040 - I believe so, because that's how you classically 1106 01:03:59,430 --> 01:04:01,710 in a functional usage, right. 1107 01:04:01,710 --> 01:04:04,490 - Yeah, Mike, do you have that off the top of your head? 1108 01:04:04,490 --> 01:04:08,753 How those, I, I don't particularly pay a whole lot of focus. 1109 01:04:10,150 --> 01:04:13,530 - Yeah, there is a, a code 1110 01:04:13,530 --> 01:04:16,853 for lounge that could be used for that. 1111 01:04:20,840 --> 01:04:23,457 I forgot the number it's in the, is it 650? 1112 01:04:26,830 --> 01:04:28,543 I'd have to look, I should know. 1113 01:04:30,150 --> 01:04:31,490 - Yeah, I mean, I like, we focus more 1114 01:04:31,490 --> 01:04:33,260 on like the rooms that have organized research 1115 01:04:33,260 --> 01:04:37,790 and so the student lounge won't have organized research 1116 01:04:37,790 --> 01:04:39,350 in it, so I am not familiar 1117 01:04:39,350 --> 01:04:40,880 but I think that answers the question. 1118 01:04:40,880 --> 01:04:44,690 So it's, it's still a lounge, even if it's not in a dorm. 1119 01:04:44,690 --> 01:04:48,230 - Let's see, it's 650, yeah, lounge. 1120 01:04:48,230 --> 01:04:52,073 - Yeah, she said, Nope, not a lounge in a dorm. 1121 01:04:53,030 --> 01:04:55,220 - Yeah, I think whether it's a student lounge 1122 01:04:55,220 --> 01:04:59,080 or just a general lounge, I think lounge is fine. 1123 01:04:59,080 --> 01:05:02,040 It's not going to be one that we'd be allocating costs 1124 01:05:02,040 --> 01:05:03,500 to for an F&A rate. 1125 01:05:03,500 --> 01:05:06,563 So I think lounge is fine in either scenario. 1126 01:05:07,710 --> 01:05:09,403 Thank you. - Thanks. 1127 01:05:11,550 --> 01:05:15,520 - Okay, so there are some other resources 1128 01:05:15,520 --> 01:05:17,540 available for you that we recommend 1129 01:05:17,540 --> 01:05:19,610 that are helpful as you go through the process. 1130 01:05:19,610 --> 01:05:21,920 So there's that space functional use exception 1131 01:05:21,920 --> 01:05:24,170 or excuse me, space functional use definition 1132 01:05:24,170 --> 01:05:27,620 sheet that you can be that can be found from the website 1133 01:05:27,620 --> 01:05:30,610 as well as the room use definition, which Mike just looked 1134 01:05:30,610 --> 01:05:34,360 up to determine the, the code for a lounge. 1135 01:05:34,360 --> 01:05:36,940 There is an inventory checklist to keep you on check there. 1136 01:05:36,940 --> 01:05:40,670 And then as always highly recommend reviewing the space 1137 01:05:40,670 --> 01:05:43,900 and moveable equipment inventory training guide 1138 01:05:43,900 --> 01:05:45,150 that we have on the site. 1139 01:05:47,760 --> 01:05:49,390 So this is, again, it shows you 1140 01:05:49,390 --> 01:05:50,570 that the tabs that we're talking about 1141 01:05:50,570 --> 01:05:53,950 in FAMIS, and so focusing on the functional use 1142 01:05:53,950 --> 01:05:56,640 Mike mentioned that that each tab doesn't need to add 1143 01:05:56,640 --> 01:06:00,870 up to a hundred percent and the employees, 1144 01:06:00,870 --> 01:06:02,720 for instance it's not as critical 1145 01:06:02,720 --> 01:06:06,800 to have the the weighted percentage if you don't have it. 1146 01:06:06,800 --> 01:06:08,630 But I mean, it really, you kind of do need to figure out 1147 01:06:08,630 --> 01:06:11,920 how much each individual is using a space 1148 01:06:11,920 --> 01:06:15,600 and under to really assess the true functional use 1149 01:06:15,600 --> 01:06:18,500 but it is critical on the functional use tab 1150 01:06:18,500 --> 01:06:23,500 to ensure that the functions are weighted correctly. 1151 01:06:23,550 --> 01:06:27,270 So if you have two, this example 1152 01:06:27,270 --> 01:06:31,340 we put 50 50 for instruction and then organize research. 1153 01:06:31,340 --> 01:06:33,750 But if that's not truly reflective 1154 01:06:33,750 --> 01:06:35,540 of how their space is being used, 1155 01:06:35,540 --> 01:06:38,170 you do need to update that. 1156 01:06:38,170 --> 01:06:41,450 So organized research is only 20% 1157 01:06:41,450 --> 01:06:43,097 and you have instruction at 80 1158 01:06:43,097 --> 01:06:45,233 you would want to make sure that that is accurate here 1159 01:06:45,233 --> 01:06:48,543 because that's how we allocate cost. 1160 01:06:52,670 --> 01:06:55,440 Some observations from FY 19's data, since again 1161 01:06:55,440 --> 01:06:59,660 we skipped the FYA 20 inventory as that we need 1162 01:06:59,660 --> 01:07:04,503 to we're not seeing all the PIs listed it in, I'll go back, 1163 01:07:05,530 --> 01:07:08,880 into the room contact tab next to the functional use tab. 1164 01:07:08,880 --> 01:07:11,950 So Mike mentioned how you have yourself listed 1165 01:07:11,950 --> 01:07:13,150 as the room contact 1166 01:07:13,150 --> 01:07:15,610 cause you're completing the space inventory 1167 01:07:15,610 --> 01:07:18,110 but you also want to make sure you have a list 1168 01:07:18,110 --> 01:07:19,630 you're listing the PI 1169 01:07:19,630 --> 01:07:24,060 or multiple PIs that oversee a lab or lab service room. 1170 01:07:24,060 --> 01:07:26,300 Because when the federal negotiators come 1171 01:07:26,300 --> 01:07:29,470 on campus to do their onsite review 1172 01:07:29,470 --> 01:07:34,470 they will list maybe 20 PIs that they want to meet with. 1173 01:07:34,670 --> 01:07:37,870 And they want to know the spaces that those PIs oversee. 1174 01:07:37,870 --> 01:07:40,010 And this is really the only mechanism we have 1175 01:07:40,010 --> 01:07:43,670 to get a report of the spaces that those PIs oversee 1176 01:07:43,670 --> 01:07:46,373 and they'll want to walk those spaces as well. 1177 01:07:47,480 --> 01:07:51,310 Mike mentioned FAMIS code 99 for the functional use tab. 1178 01:07:51,310 --> 01:07:52,780 And that that's really a default 1179 01:07:52,780 --> 01:07:57,720 in signals that you need to enter your, your true function. 1180 01:07:57,720 --> 01:08:00,680 And I see a question in the chat. What's PI? 1181 01:08:00,680 --> 01:08:01,513 Good question. 1182 01:08:01,513 --> 01:08:04,950 Sorry, if you're not, if you don't have organized research 1183 01:08:04,950 --> 01:08:06,890 this is probably foreign to you. 1184 01:08:06,890 --> 01:08:09,040 So it's the principal investigator. 1185 01:08:09,040 --> 01:08:12,400 They're the ones that write the grant proposals 1186 01:08:12,400 --> 01:08:16,140 and get named as kind of the lead 1187 01:08:16,140 --> 01:08:18,680 or the key person conducting the research 1188 01:08:18,680 --> 01:08:19,830 when an award is given 1189 01:08:19,830 --> 01:08:22,993 and in the research world, they're considered PIs. 1190 01:08:25,540 --> 01:08:30,540 And then they, the other observation that we have found was 1191 01:08:30,710 --> 01:08:34,610 that there's kind of a switch between department 1192 01:08:34,610 --> 01:08:37,600 administration and general administration. 1193 01:08:37,600 --> 01:08:40,810 So general administration's your payroll services, 1194 01:08:40,810 --> 01:08:45,810 HR, financial cost accounting services, disbursement, 1195 01:08:47,470 --> 01:08:51,810 whereas department administration are the individual 1196 01:08:51,810 --> 01:08:55,900 departments and having their own administration to 1197 01:08:55,900 --> 01:08:59,730 keep the department running and getting classes set up 1198 01:09:02,630 --> 01:09:04,630 and getting POs entered. 1199 01:09:04,630 --> 01:09:07,040 So kind of how that department administration general 1200 01:09:07,040 --> 01:09:09,670 administration and that functional use definition 1201 01:09:09,670 --> 01:09:12,290 sheet will give a bit more detailed, breaking 1202 01:09:12,290 --> 01:09:15,880 that down and and even provide the PeopleSoft codes 1203 01:09:15,880 --> 01:09:18,243 function codes that represent those two. 1204 01:09:21,200 --> 01:09:26,040 New for the FY21 survey is the space function code 12 1205 01:09:26,040 --> 01:09:27,820 which Mike touched upon. 1206 01:09:27,820 --> 01:09:30,130 And that's for department research 1207 01:09:30,130 --> 01:09:33,350 which has a PeopleSoft function code of 291. 1208 01:09:33,350 --> 01:09:38,350 And any spaces that have funded space functions 1209 01:09:39,730 --> 01:09:44,730 or are funded with space function code 11 would also 1210 01:09:45,440 --> 01:09:49,070 have a corresponding PeopleSoft function code of 291. 1211 01:09:49,070 --> 01:09:51,600 So you want to make sure you have anything supported 1212 01:09:51,600 --> 01:09:55,060 by department research has space function code 11. 1213 01:09:55,060 --> 01:09:56,450 And so you really want to review 1214 01:09:56,450 --> 01:09:59,340 any of your spaces that were previously entered 1215 01:09:59,340 --> 01:10:02,400 as space code function, code 10. 1216 01:10:02,400 --> 01:10:05,680 Cause as Mike alluded to, we had them combined in the past. 1217 01:10:05,680 --> 01:10:07,440 So instruction, department research 1218 01:10:07,440 --> 01:10:11,150 and for various reasons, the university has decided 1219 01:10:11,150 --> 01:10:13,010 that that needs to be broken out. 1220 01:10:13,010 --> 01:10:14,850 And so you, you already have like 1221 01:10:14,850 --> 01:10:18,600 already have spaces with fake space function, code 10 1222 01:10:18,600 --> 01:10:23,600 and really analyze should this now be all code 11 1223 01:10:23,940 --> 01:10:25,953 or is it a breakout between the two. 1224 01:10:27,790 --> 01:10:29,570 Under the accounts tab in FAMIS 1225 01:10:29,570 --> 01:10:32,960 you'd want to list any accounts 1226 01:10:32,960 --> 01:10:36,610 for 291 when it's included in a space 1227 01:10:36,610 --> 01:10:40,693 that also has organized research and VCHIP functions. 1228 01:10:41,600 --> 01:10:43,910 Again, those are, are organized research. 1229 01:10:43,910 --> 01:10:45,950 If your unit doesn't have organized research 1230 01:10:45,950 --> 01:10:47,500 or any research space in it 1231 01:10:47,500 --> 01:10:50,743 this isn't something you would need to be entering. 1232 01:10:52,160 --> 01:10:56,030 There is a space functional use exception report 1233 01:10:56,030 --> 01:10:57,720 that we'll check to ensure 1234 01:10:57,720 --> 01:11:02,250 that any space that includes a function code 291 1235 01:11:02,250 --> 01:11:05,440 in the accounts tab of FAMIS 1236 01:11:05,440 --> 01:11:10,290 will also include space code function, code 11. 1237 01:11:10,290 --> 01:11:13,810 It's a one-way check, so if you have accounts entered 1238 01:11:13,810 --> 01:11:16,360 with 291 that doesn't have a space function 1239 01:11:16,360 --> 01:11:19,890 code 11 in the function tab, you'll get the error 1240 01:11:19,890 --> 01:11:22,350 but it doesn't work the other way, 1241 01:11:22,350 --> 01:11:25,400 because again we're not requiring you to enter in accounts 1242 01:11:25,400 --> 01:11:28,810 if the only activity going on in that room for instance 1243 01:11:28,810 --> 01:11:32,690 is department research for function code 291. 1244 01:11:32,690 --> 01:11:33,990 So save yourself some time 1245 01:11:33,990 --> 01:11:38,060 and only enter in those charts things 1246 01:11:38,060 --> 01:11:39,467 when you have organized research and VCHIP. 1247 01:11:39,467 --> 01:11:42,010 And I'll go over that a little bit more 1248 01:11:42,010 --> 01:11:44,087 in a second see that we have a general question. 1249 01:11:44,087 --> 01:11:47,890 I have a room that is used for part instruction, 1250 01:11:47,890 --> 01:11:49,670 so the thesis defense 1251 01:11:49,670 --> 01:11:54,070 and part conference room does the instructional piece 1252 01:11:54,070 --> 01:11:57,210 of this factor into funding 1253 01:11:57,210 --> 01:12:01,053 or as instructional viewed the same, the same functionally? 1254 01:12:03,100 --> 01:12:08,100 So the function use, you would want to break that down. 1255 01:12:09,140 --> 01:12:12,903 So thesis defense. 1256 01:12:14,550 --> 01:12:16,690 Yeah, I'd put that under instruction 1257 01:12:16,690 --> 01:12:20,543 and conference room general use. 1258 01:12:25,910 --> 01:12:28,100 Yeah, conference room kind 1259 01:12:28,100 --> 01:12:33,100 of how is is it really a conference room that's used 1260 01:12:33,250 --> 01:12:35,690 by researchers are discussing research all the time? 1261 01:12:35,690 --> 01:12:38,600 Is it a general like department conference room where a lot 1262 01:12:38,600 --> 01:12:42,870 of it is kind of day to day conferences generally? 1263 01:12:42,870 --> 01:12:47,300 Yeah, so kind of, so to me general use means it could be 1264 01:12:47,300 --> 01:12:49,690 like department administration type. 1265 01:12:49,690 --> 01:12:52,030 So kind of just getting your best sense 1266 01:12:52,030 --> 01:12:54,710 of if department administration is correct. 1267 01:12:54,710 --> 01:12:56,760 And having that broken 1268 01:12:56,760 --> 01:12:58,660 down by instruction department research 1269 01:12:58,660 --> 01:13:00,510 to the best of your abilities. You're obviously not going 1270 01:13:00,510 --> 01:13:03,960 to look at all the individual meetings 1271 01:13:03,960 --> 01:13:05,390 that happened to there to determine 1272 01:13:05,390 --> 01:13:08,833 but just get a general idea for the conference rooms. 1273 01:13:13,520 --> 01:13:14,780 So I finished that time. 1274 01:13:14,780 --> 01:13:16,750 Okay, so again, accounts, tab and FAMIS. 1275 01:13:16,750 --> 01:13:18,960 So what do you need to be entering? 1276 01:13:18,960 --> 01:13:20,650 Because it does take quite a bit 1277 01:13:20,650 --> 01:13:22,330 of time to enter these information. 1278 01:13:22,330 --> 01:13:26,380 So we want to limit when you need to enter information. 1279 01:13:26,380 --> 01:13:29,010 And so really for organized research and VCHIP 1280 01:13:29,010 --> 01:13:31,220 if you have either of those activities 1281 01:13:33,880 --> 01:13:36,710 in a space you need to list all functional use 1282 01:13:37,770 --> 01:13:41,600 or excuse me all funding that is supporting that room. 1283 01:13:41,600 --> 01:13:44,410 So all accounts, so again, organized research, 1284 01:13:44,410 --> 01:13:48,470 you would have PeopleSoft function codes 1285 01:13:48,470 --> 01:13:51,530 of 311, 312, 313 1286 01:13:51,530 --> 01:13:56,020 as well as university research, which is 1287 01:13:56,020 --> 01:13:58,523 Peoplesoft function code 320. 1288 01:14:01,348 --> 01:14:02,898 VCHIP is identified by anything 1289 01:14:03,837 --> 01:14:07,050 with a PeopleSoft program code of 6061. 1290 01:14:07,050 --> 01:14:10,370 So if either of those activities occur in a space 1291 01:14:10,370 --> 01:14:14,780 list all of your funding sources for that space 1292 01:14:14,780 --> 01:14:17,620 and it and this is where you would be including your 1293 01:14:17,620 --> 01:14:21,180 department research function codes 291, and you 1294 01:14:21,180 --> 01:14:23,860 wouldn't need to be listing their 291 anywhere else. 1295 01:14:23,860 --> 01:14:26,080 But I wanted it to be a reminder on this tab just 1296 01:14:26,080 --> 01:14:28,690 to to make it clear because this is the first time 1297 01:14:28,690 --> 01:14:30,543 that those are really required. 1298 01:14:32,960 --> 01:14:37,320 So experiment station research funded space would be 1299 01:14:37,320 --> 01:14:42,320 your PeopleSoft function codes, 351 and 352. 1300 01:14:42,340 --> 01:14:45,690 You would only need to be entering in those codes 1301 01:14:45,690 --> 01:14:49,083 or those accounts if you have that activity in that room. 1302 01:14:52,600 --> 01:14:57,310 Okay income expense, those are your fund 150 charts strings. 1303 01:14:57,310 --> 01:14:59,670 You would need to enter in any of your 1304 01:14:59,670 --> 01:15:02,030 fund 150 charts strings into the accounts tab 1305 01:15:02,030 --> 01:15:06,763 and have an auxiliary code 60 in the functions tab. 1306 01:15:08,560 --> 01:15:10,490 Instruction for funded space. 1307 01:15:10,490 --> 01:15:13,920 So you only need to list accounts if you have funded 1308 01:15:13,920 --> 01:15:17,510 or if a sponsor funded instruction. 1309 01:15:17,510 --> 01:15:21,070 So your PeopleSoft chargings would include a function code 1310 01:15:21,070 --> 01:15:24,990 of 211, 212 and 213, and you'd only need 1311 01:15:24,990 --> 01:15:27,360 to be listing those unless again, 1312 01:15:27,360 --> 01:15:30,060 unless you had organized research and VCHIP. 1313 01:15:30,060 --> 01:15:31,420 Same for public service. 1314 01:15:31,420 --> 01:15:35,843 If your Peoplesoft function codes include 411, 412, and 413. 1315 01:15:38,870 --> 01:15:42,843 You would include those charts strings in your accounts tab. 1316 01:15:45,240 --> 01:15:47,340 Lastly, the extension research 1317 01:15:47,340 --> 01:15:50,070 and extension service funded space, 1318 01:15:50,070 --> 01:15:53,860 you'd have the various function codes from PeopleSoft 1319 01:15:53,860 --> 01:15:58,860 or 361 and 362 as well as 421 and 422. 1320 01:15:59,060 --> 01:16:00,570 So you list those charts strings 1321 01:16:00,570 --> 01:16:02,170 as well in the accounts tab. 1322 01:16:02,170 --> 01:16:04,160 Anything else doesn't need a charge string. 1323 01:16:04,160 --> 01:16:06,050 So if the only thing that's occurring 1324 01:16:06,050 --> 01:16:09,160 in that space is department administration, 1325 01:16:09,160 --> 01:16:11,380 or non-sponsored instruction, 1326 01:16:11,380 --> 01:16:13,470 so maybe function code 201, 1327 01:16:13,470 --> 01:16:15,870 you don't need to spend the time and enter in all 1328 01:16:15,870 --> 01:16:19,550 of those charts strings, because again, it does take time 1329 01:16:19,550 --> 01:16:21,710 as Michael Richards alluded to you'd want 1330 01:16:23,060 --> 01:16:25,893 to save often when you're entering that information. 1331 01:16:28,480 --> 01:16:32,220 Go over a couple of examples, quite a few examples. 1332 01:16:32,220 --> 01:16:35,090 So the first one is related to administrative space. 1333 01:16:35,090 --> 01:16:39,340 So you have an occupant that has an office, the occupant 1334 01:16:39,340 --> 01:16:42,037 of an office as a staff member, who's one activity 1335 01:16:42,037 --> 01:16:44,690 and that room is to provide administrative support 1336 01:16:44,690 --> 01:16:46,570 to student services. 1337 01:16:46,570 --> 01:16:48,850 And so you would get the funding information 1338 01:16:48,850 --> 01:16:50,440 for this individual, and you'd see 1339 01:16:50,440 --> 01:16:53,743 that they have a PeopleSoft function code of 701. 1340 01:16:55,200 --> 01:16:56,033 And if you were to look 1341 01:16:56,033 --> 01:16:58,843 at the functional use definition sheet, 1342 01:16:59,860 --> 01:17:02,770 you would find that anything with the activity 1343 01:17:02,770 --> 01:17:07,770 of function code 701 has a space function code 1344 01:17:07,800 --> 01:17:10,380 of 54 for student administration. 1345 01:17:10,380 --> 01:17:13,160 And you would list that as 100% for that room 1346 01:17:13,160 --> 01:17:15,890 because that's the only activity that this person is doing 1347 01:17:15,890 --> 01:17:16,913 in this office. 1348 01:17:18,780 --> 01:17:21,860 The next example is for an income expense. 1349 01:17:21,860 --> 01:17:24,720 If you have one occupant who is a staff member 1350 01:17:24,720 --> 01:17:26,020 who's one activity in a room 1351 01:17:26,020 --> 01:17:29,920 is to provide an income expense service, 1352 01:17:29,920 --> 01:17:31,460 but that person may be funded 1353 01:17:31,460 --> 01:17:32,293 from two different charts strings. 1354 01:17:32,293 --> 01:17:36,170 And the first one being your fund 150 1355 01:17:36,170 --> 01:17:38,510 the second chart string, having a fund value 1356 01:17:38,510 --> 01:17:41,053 100 and a function of 201. 1357 01:17:42,600 --> 01:17:43,980 Can anyone tell me how they think 1358 01:17:43,980 --> 01:17:46,490 that this space would be functionalized based 1359 01:17:46,490 --> 01:17:49,823 on this information, any takers out there? 1360 01:17:51,980 --> 01:17:54,150 I won't leave you in suspense much longer. 1361 01:17:54,150 --> 01:17:56,720 So you'd assess the functional use 1362 01:17:58,407 --> 01:18:01,100 for this space by evaluating, all right, 1363 01:18:01,100 --> 01:18:04,700 so chart string one is funding the income expense activity 1364 01:18:04,700 --> 01:18:07,250 and that's again, the only activity 1365 01:18:07,250 --> 01:18:09,680 that this person is providing in this room. 1366 01:18:09,680 --> 01:18:14,060 And so it would be assigned auxiliary space code 60 1367 01:18:14,060 --> 01:18:16,410 for 100 a hundred percent of the room. 1368 01:18:16,410 --> 01:18:19,010 Again, this person has two different funding sources 1369 01:18:19,010 --> 01:18:22,210 but that doesn't mean that the two different activities 1370 01:18:22,210 --> 01:18:25,820 that this person completes in their day is done 1371 01:18:25,820 --> 01:18:29,110 in this room, the only activity this person does 1372 01:18:29,110 --> 01:18:31,930 in this room is the income expense services. 1373 01:18:31,930 --> 01:18:34,650 So this individual would have at least one other space 1374 01:18:34,650 --> 01:18:37,180 across campus that they would typically be using that they'd 1375 01:18:37,180 --> 01:18:40,313 be completing that other functional activity in. 1376 01:18:44,457 --> 01:18:45,600 For lab space, 1377 01:18:45,600 --> 01:18:48,890 this example, we have two occupants that use a lab. 1378 01:18:48,890 --> 01:18:50,220 The first occupant uses it 1379 01:18:50,220 --> 01:18:54,040 for 40 hours and is paid from organized research. 1380 01:18:54,040 --> 01:18:55,390 The second occupant uses it 1381 01:18:55,390 --> 01:18:58,720 for 20 hours and is paid from department research. 1382 01:18:58,720 --> 01:19:00,470 So you want to get a sense of, you know, how 1383 01:19:00,470 --> 01:19:02,357 how much is this being used, 1384 01:19:02,357 --> 01:19:05,200 and so we're going to use our allocation based 1385 01:19:05,200 --> 01:19:08,630 on usage hours for this example. 1386 01:19:08,630 --> 01:19:11,780 So the total usage of this room is 60 hours 1387 01:19:11,780 --> 01:19:15,070 by all individuals occupying this space. 1388 01:19:15,070 --> 01:19:18,280 And two thirds of that or 67% of that 1389 01:19:18,280 --> 01:19:21,590 is used for organized research, 1390 01:19:21,590 --> 01:19:25,340 and 33% of that is used for department research. 1391 01:19:25,340 --> 01:19:26,770 So this oops, 1392 01:19:26,770 --> 01:19:31,200 so in this example, you functionalize it the same way based 1393 01:19:31,200 --> 01:19:32,160 on that breakdown. 1394 01:19:32,160 --> 01:19:36,510 So 67% organized research with space code 22 1395 01:19:36,510 --> 01:19:40,393 and 33% for department research in space code 11. 1396 01:19:43,630 --> 01:19:45,880 Keep going the wrong way on that, sorry guys. 1397 01:19:46,960 --> 01:19:48,870 So lab and lab service room. 1398 01:19:48,870 --> 01:19:51,870 So again, our reminder to have your PIs listed 1399 01:19:51,870 --> 01:19:56,383 in these rooms under the room occupant tab in FAMIS. 1400 01:19:58,080 --> 01:19:59,910 For labs service rooms, you want 1401 01:20:01,103 --> 01:20:03,810 to function, it will have the functional classification 1402 01:20:03,810 --> 01:20:06,620 that follows the labs that it serves. 1403 01:20:06,620 --> 01:20:09,500 So if have an, in this example 1404 01:20:09,500 --> 01:20:14,200 we have a lab that it serves to the lab service room 1405 01:20:14,200 --> 01:20:18,200 serves two labs, and we're going to base it 1406 01:20:18,200 --> 01:20:21,330 on the collective square footage of the labs that it serves. 1407 01:20:21,330 --> 01:20:23,610 So in the previous example of the lab 1408 01:20:23,610 --> 01:20:27,030 you were basing the lab use based on, 1409 01:20:27,030 --> 01:20:30,760 in that case in that example, that the hours, total hours 1410 01:20:30,760 --> 01:20:32,320 that it was used. 1411 01:20:32,320 --> 01:20:34,670 For the lab service room we're going to base it 1412 01:20:34,670 --> 01:20:38,230 on the total square footage of the labs that it serves. 1413 01:20:38,230 --> 01:20:41,380 So the first lab is a hundred square feet. 1414 01:20:41,380 --> 01:20:42,360 And the only thing 1415 01:20:42,360 --> 01:20:45,100 that occurs in that lab is department research. 1416 01:20:45,100 --> 01:20:47,970 The second lab that it serves is 200 square feet. 1417 01:20:47,970 --> 01:20:49,370 And in that lab, 1418 01:20:49,370 --> 01:20:51,947 the only thing that occurs there is organized research. 1419 01:20:51,947 --> 01:20:54,230 And I know this is a very simplistic version 1420 01:20:54,230 --> 01:20:55,890 of what really happens out there 1421 01:20:55,890 --> 01:20:57,270 and it's a little bit more complex 1422 01:20:57,270 --> 01:21:00,270 but for kind of driving home the point of how 1423 01:21:00,270 --> 01:21:04,170 to functionalize it and allocate it, it's a good example. 1424 01:21:04,170 --> 01:21:07,310 So the two labs that this lab service room 1425 01:21:07,310 --> 01:21:10,853 services is a total of 300 square feet. 1426 01:21:12,050 --> 01:21:14,960 And one third of that is department research. 1427 01:21:14,960 --> 01:21:16,960 And two thirds of it is organized research. 1428 01:21:16,960 --> 01:21:17,793 And so you would have 1429 01:21:17,793 --> 01:21:22,030 that same breakdown in the functional use tab in FAMIS. 1430 01:21:22,030 --> 01:21:23,670 You don't need to list occupants 1431 01:21:23,670 --> 01:21:27,210 and chart strings or accounts for the lab service rooms 1432 01:21:27,210 --> 01:21:31,070 as long as you're basing it on the labs that it serves 1433 01:21:31,070 --> 01:21:33,190 and you note in your analysis 1434 01:21:33,190 --> 01:21:36,093 in the comment box of which labs it's serving. 1435 01:21:38,620 --> 01:21:41,460 Were there any questions so far on any of these? 1436 01:21:41,460 --> 01:21:42,640 I haven't seen anything in the chat 1437 01:21:42,640 --> 01:21:43,910 so I'm going assume now, but I just wanted 1438 01:21:43,910 --> 01:21:48,563 to stop for a minute in case anyone had anything specific. 1439 01:21:51,720 --> 01:21:53,280 Went the right direction this time. 1440 01:21:53,280 --> 01:21:55,730 All right, so, and I have another example for labs. 1441 01:21:55,730 --> 01:21:58,560 You have four occupants in a lab. 1442 01:21:58,560 --> 01:22:00,860 One is the principal investigator. 1443 01:22:00,860 --> 01:22:04,390 The other is a lab tech and you have two graduate students 1444 01:22:04,390 --> 01:22:06,000 who occupy the lab. 1445 01:22:06,000 --> 01:22:11,000 Now all of them are 100% funded with organized research 1446 01:22:11,850 --> 01:22:16,070 funds, however, the grad students occasionally use the lab 1447 01:22:16,070 --> 01:22:18,640 for studying, and you're very familiar with that 1448 01:22:18,640 --> 01:22:23,210 or the PI has told you that this, the grad students 1449 01:22:23,210 --> 01:22:24,883 use the space for studying. 1450 01:22:26,270 --> 01:22:28,480 And this is something we present every year. 1451 01:22:28,480 --> 01:22:29,730 It's not just COVID related, 1452 01:22:29,730 --> 01:22:33,510 it's, it's really, you know, being aware 1453 01:22:33,510 --> 01:22:35,060 of how the space is being used. 1454 01:22:35,060 --> 01:22:37,090 And even though the funding sources say 1455 01:22:37,090 --> 01:22:39,710 it's all organized research, you know, that some 1456 01:22:39,710 --> 01:22:43,630 of the activity that's going on in that room is studying 1457 01:22:43,630 --> 01:22:46,510 or or instruction, you'd want to get a sense of how much 1458 01:22:46,510 --> 01:22:49,130 of the time it's being used for that study space. 1459 01:22:49,130 --> 01:22:52,290 And that portion of time you'd list as instruction. 1460 01:22:52,290 --> 01:22:55,690 Because again, the feds really scrutinize anything 1461 01:22:55,690 --> 01:22:58,400 that's listed as 100% organized research. 1462 01:22:58,400 --> 01:23:01,820 It's not to say that you can't have something listed 1463 01:23:01,820 --> 01:23:03,320 as 100% organized research. 1464 01:23:03,320 --> 01:23:07,510 If that's truly the case, please indicate that 1465 01:23:07,510 --> 01:23:11,090 but just be careful that any, anything 1466 01:23:12,040 --> 01:23:14,740 that is having other activities in the room are noted. 1467 01:23:18,620 --> 01:23:19,500 For office space, 1468 01:23:19,500 --> 01:23:22,360 we have an example where our professor teaches two courses 1469 01:23:22,360 --> 01:23:24,870 and has four active sponsored grants 1470 01:23:24,870 --> 01:23:26,750 and provide some public service. 1471 01:23:26,750 --> 01:23:29,720 The professor states that she has 1472 01:23:29,720 --> 01:23:32,550 that she uses her office primarily for research 1473 01:23:33,410 --> 01:23:35,180 the function codes and the chart strings 1474 01:23:35,180 --> 01:23:36,550 on our effort report 1475 01:23:36,550 --> 01:23:39,063 or consistent with how she's using her office. 1476 01:23:40,160 --> 01:23:44,400 So in this example, she's listed at 80% organized research 1477 01:23:44,400 --> 01:23:48,763 15% department research and 5% public service. 1478 01:23:49,630 --> 01:23:51,140 And again, she'd stated 1479 01:23:51,140 --> 01:23:53,770 that she uses her office primarily for research. 1480 01:23:53,770 --> 01:23:57,060 So you really want to have something to, to review 1481 01:23:57,060 --> 01:24:00,270 with her or here's your effort report, 1482 01:24:00,270 --> 01:24:02,853 and it shows that 80% of us organized research. 1483 01:24:02,853 --> 01:24:07,020 Is that what you mean by primarily used for research? 1484 01:24:07,020 --> 01:24:10,420 Cause she may say, Oh, I actually use it 90%. 1485 01:24:10,420 --> 01:24:12,453 Or when I meant more like 50% 1486 01:24:12,453 --> 01:24:15,500 I have to do a lot of department research in my office. 1487 01:24:15,500 --> 01:24:17,540 And most of my organized research is in the labs. 1488 01:24:17,540 --> 01:24:19,440 So really having that conversation. 1489 01:24:19,440 --> 01:24:22,210 But in this case, the professor said, yeah 1490 01:24:22,210 --> 01:24:25,090 I validate that those percentages are consistent 1491 01:24:25,090 --> 01:24:27,170 with how I use my office as well. 1492 01:24:27,170 --> 01:24:30,603 So again, firsthand knowledge and having those discussions. 1493 01:24:34,380 --> 01:24:38,780 Then you are likely to have a department chair that has 1494 01:24:38,780 --> 01:24:42,690 both a professor position and a department chair position. 1495 01:24:42,690 --> 01:24:44,410 So I want to walk through this a little bit. 1496 01:24:44,410 --> 01:24:46,710 So we have the professor position as a 0.2 FTE 1497 01:24:47,680 --> 01:24:51,640 and is funded 50% by organized research and 50% funded 1498 01:24:51,640 --> 01:24:53,133 by department research. 1499 01:24:55,720 --> 01:24:58,320 Position two is a 0.8 FTE for the department chair 1500 01:24:58,320 --> 01:25:02,420 which is funded 100% by department administration. 1501 01:25:02,420 --> 01:25:04,530 So again, getting firsthand knowledge 1502 01:25:04,530 --> 01:25:07,250 and you know that the department chair uses his space 1503 01:25:07,250 --> 01:25:08,790 for all of his funded activities. 1504 01:25:08,790 --> 01:25:12,287 So it should not be listed 100% department research 1505 01:25:12,287 --> 01:25:17,287 and you really want to wait the functional use 1506 01:25:17,310 --> 01:25:21,870 between the FTEs and the percentages of both positions. 1507 01:25:21,870 --> 01:25:23,320 So in this case, you have the 1508 01:25:24,430 --> 01:25:26,450 you'll see you on the chart on the bottom 1509 01:25:26,450 --> 01:25:29,880 you have the 0.2 FTE split between the 50 50%. 1510 01:25:29,880 --> 01:25:31,890 So that would add up to 100% 1511 01:25:31,890 --> 01:25:34,643 for that portion of his P his total 1.0 FTE. 1512 01:25:36,010 --> 01:25:40,220 Then you have the 0.8 FTE for the department admin. 1513 01:25:40,220 --> 01:25:42,930 So at 100% department admin. 1514 01:25:42,930 --> 01:25:44,530 So this all adds up to 200%. 1515 01:25:44,530 --> 01:25:46,590 So really want to normalize that 1516 01:25:46,590 --> 01:25:50,330 to a 100% allocation between the functional use. 1517 01:25:50,330 --> 01:25:54,380 So in this case, it would come out to be 10% 1518 01:25:54,380 --> 01:25:57,000 for each organized research and department research. 1519 01:25:57,000 --> 01:25:59,650 Because again, that FTE for that position is only 0.2 1520 01:26:00,860 --> 01:26:05,860 and 80% for the 0.8 FTE that was a 100% department admin. 1521 01:26:08,300 --> 01:26:11,590 Is there any questions on kind of how to get 1522 01:26:11,590 --> 01:26:14,123 that breakdown for anybody who has a split appointment? 1523 01:26:15,690 --> 01:26:18,050 I don't see anything in the chat, so I'm going to keep going 1524 01:26:18,050 --> 01:26:20,700 but definitely interrupt me if any questions come up. 1525 01:26:22,680 --> 01:26:25,633 For non-institutional agency occupants, 1526 01:26:26,870 --> 01:26:28,170 there's probably not a whole lot 1527 01:26:28,170 --> 01:26:29,227 of that this year due to COVID 1528 01:26:29,227 --> 01:26:33,650 and trying to keep people off campus whenever possible. 1529 01:26:33,650 --> 01:26:38,650 But if you do have maybe a non UVM paid visiting professor 1530 01:26:39,120 --> 01:26:43,390 or somebody from like UVM MC using our spaces 1531 01:26:43,390 --> 01:26:45,830 you really want to review this. 1532 01:26:45,830 --> 01:26:48,430 So if you have any 1533 01:26:48,430 --> 01:26:51,347 of those individuals that are not UVM on campus 1534 01:26:51,347 --> 01:26:53,320 and they're using for instance 1535 01:26:53,320 --> 01:26:55,890 in this example, a research lab 1536 01:26:55,890 --> 01:26:58,500 and they're collaborating with the UVM researcher 1537 01:26:58,500 --> 01:27:01,220 you'd have the two occupants in the lab. 1538 01:27:01,220 --> 01:27:06,000 And in this case, they're using the lab equally 1539 01:27:06,000 --> 01:27:07,623 and they're working on research. 1540 01:27:09,200 --> 01:27:12,400 However, we wouldn't list it as 100% organized research 1541 01:27:12,400 --> 01:27:17,400 that individual who isn't a UVM professor 1542 01:27:18,350 --> 01:27:21,223 would be listed as non-institutional agency. 1543 01:27:22,290 --> 01:27:25,000 And they'd be in since they use the lab equally, 1544 01:27:25,000 --> 01:27:28,490 that would be 50% allocated to non-institutional agency. 1545 01:27:28,490 --> 01:27:31,300 And the functional use tab of FAMIS. 1546 01:27:31,300 --> 01:27:32,240 And this is important 1547 01:27:32,240 --> 01:27:34,780 because there also is this private business use 1548 01:27:34,780 --> 01:27:37,977 report that needs to be done by the university. 1549 01:27:37,977 --> 01:27:40,810 And so they do need to align if we have a space listed 1550 01:27:40,810 --> 01:27:43,060 on the private business use report 1551 01:27:43,060 --> 01:27:46,550 but then we go to the F&A rate development 1552 01:27:46,550 --> 01:27:50,810 and we don't see that we have an equivalent amount 1553 01:27:50,810 --> 01:27:54,160 of that particular space listed as non-institutional agency. 1554 01:27:54,160 --> 01:27:55,930 There's this discrepancy between the two. 1555 01:27:55,930 --> 01:28:00,033 So just want to make everyone aware of that example. 1556 01:28:02,890 --> 01:28:04,590 So wraps up my examples for today. 1557 01:28:04,590 --> 01:28:07,780 So I do want to give a brief overview 1558 01:28:07,780 --> 01:28:09,440 what kind of QA on your results 1559 01:28:09,440 --> 01:28:13,590 and what we expect before you submit any documentation. 1560 01:28:13,590 --> 01:28:17,270 So you want to run your department inventory progress report 1561 01:28:17,270 --> 01:28:18,370 from BI Publisher 1562 01:28:18,370 --> 01:28:20,257 that Michael Richards demonstrated earlier 1563 01:28:20,257 --> 01:28:22,883 and that really will show you which rooms have been rolled 1564 01:28:22,883 --> 01:28:27,883 just show the correct FYI 2021 year. 1565 01:28:27,967 --> 01:28:29,217 And that's our indication 1566 01:28:30,280 --> 01:28:33,023 that room has been inventoried and is complete. 1567 01:28:34,380 --> 01:28:36,990 You want to run that space functional use exception report 1568 01:28:36,990 --> 01:28:38,080 from BI Publisher 1569 01:28:38,080 --> 01:28:40,690 and make sure that there's no exceptions on that. 1570 01:28:40,690 --> 01:28:41,580 So it's really making sure 1571 01:28:41,580 --> 01:28:43,460 that your functional space is supported 1572 01:28:43,460 --> 01:28:46,210 by the appropriate funded chart strings. 1573 01:28:46,210 --> 01:28:49,100 And anything that's identified as an exception 1574 01:28:49,100 --> 01:28:53,033 on that needs to be corrected and imported, 1575 01:28:53,033 --> 01:28:55,450 this again takes about 24 hours 1576 01:28:55,450 --> 01:28:58,950 for that to be brought into BI Publisher. 1577 01:28:58,950 --> 01:29:00,150 And so once you see that all 1578 01:29:00,150 --> 01:29:02,680 of those exceptions have been cleared, that's 1579 01:29:02,680 --> 01:29:04,910 when you know you're all all set with that piece. 1580 01:29:04,910 --> 01:29:07,220 And this one does need to be submitted 1581 01:29:07,220 --> 01:29:09,340 when you complete your inventory 1582 01:29:11,000 --> 01:29:12,990 You will need to complete a movable equipment 1583 01:29:12,990 --> 01:29:17,260 Excel spreadsheet and include the appropriate comments 1584 01:29:17,260 --> 01:29:20,513 indicating that the equipment has been inventoried. 1585 01:29:20,513 --> 01:29:22,280 Greg will through this in a minute 1586 01:29:23,285 --> 01:29:24,870 or in a couple of minutes. 1587 01:29:24,870 --> 01:29:27,630 And then I, again, I recommend you reviewing 1588 01:29:27,630 --> 01:29:29,240 the department room semi report. 1589 01:29:29,240 --> 01:29:31,500 This is the one I mentioned running at the beginning 1590 01:29:31,500 --> 01:29:33,700 of the survey, which has all of your data 1591 01:29:33,700 --> 01:29:37,060 in there from FY 19 and making your notes. 1592 01:29:37,060 --> 01:29:39,550 So running it again, once you have updated all your 1593 01:29:39,550 --> 01:29:43,360 information and making sure that all the changes you 1594 01:29:43,360 --> 01:29:45,920 intended to make have been completed and nothing 1595 01:29:45,920 --> 01:29:49,553 was overlooked or a different room wasn't missed. 1596 01:29:51,440 --> 01:29:53,030 Again, that was all QA steps. 1597 01:29:53,030 --> 01:29:55,840 So really what is, what is required 1598 01:29:55,840 --> 01:29:58,300 of you once you've completed all your inventory? 1599 01:29:58,300 --> 01:29:59,900 So there is a certification form 1600 01:29:59,900 --> 01:30:02,580 and that's located on our website under forms 1601 01:30:02,580 --> 01:30:05,160 and the responsible official for your department 1602 01:30:05,160 --> 01:30:07,800 or your unit must approve the accuracy 1603 01:30:07,800 --> 01:30:11,727 and reasonableness of the inventory information. 1604 01:30:11,727 --> 01:30:14,983 And then they would sign that document 1605 01:30:14,983 --> 01:30:17,040 and that would need to be submitted 1606 01:30:17,040 --> 01:30:19,840 as well as your space functional use exception report 1607 01:30:19,840 --> 01:30:23,240 from BI Publisher with no exceptions 1608 01:30:23,240 --> 01:30:26,690 and completed inventory Excel sales spreadsheet. 1609 01:30:26,690 --> 01:30:28,420 And you would send all 1610 01:30:29,450 --> 01:30:31,040 that information to the address below 1611 01:30:31,040 --> 01:30:33,690 for cost accounting services to consider it complete. 1612 01:30:35,640 --> 01:30:37,070 But don't see any questions in the chat. 1613 01:30:37,070 --> 01:30:38,850 So we're going to take a break. 1614 01:30:38,850 --> 01:30:43,270 Why don't we come back at 10:35 and we'll go over equipment. 1615 01:30:43,270 --> 01:30:45,190 So if you don't, if you know, you don't have any equipment 1616 01:30:45,190 --> 01:30:48,180 then you don't need to stay for this last section. 1617 01:30:48,180 --> 01:30:53,180 But there is, I do see a question in the chat. 1618 01:30:53,300 --> 01:30:57,120 Does instructional use non grant funded 1619 01:30:57,120 --> 01:30:59,900 or a room generate federal funding 1620 01:30:59,900 --> 01:31:03,033 for UVM, trying to keep up but the chat keeps moving. 1621 01:31:07,440 --> 01:31:09,850 Does instructional use not grant funded 1622 01:31:10,790 --> 01:31:13,510 of a room generate federal funding 1623 01:31:14,568 --> 01:31:16,970 for UVM or is it only grant funded? 1624 01:31:16,970 --> 01:31:20,470 So there is sponsored instruction 1625 01:31:20,470 --> 01:31:21,910 but if it's not grant funded 1626 01:31:21,910 --> 01:31:24,190 that does not generate federal funding 1627 01:31:24,190 --> 01:31:28,203 for UVM, might not be understanding your question, Beth. 1628 01:31:30,710 --> 01:31:32,320 Yeah if it's not grant funded, 1629 01:31:32,320 --> 01:31:34,863 it's not generating any federal funding. 1630 01:31:37,440 --> 01:31:42,440 Okay, so is page 36 the only to do 1631 01:31:47,575 --> 01:31:51,853 for department programs, I'm not sure what that question is. 1632 01:31:52,950 --> 01:31:56,003 Page 36 I don't have it up in front of me. 1633 01:31:58,590 --> 01:32:01,560 Oh, (laughs) the PowerPoint. 1634 01:32:01,560 --> 01:32:03,460 So going back here. 1635 01:32:03,460 --> 01:32:05,293 Okay, sorry, thank you for clarifying. 1636 01:32:10,060 --> 01:32:14,550 So again, this is what needs to be sent in 1637 01:32:14,550 --> 01:32:16,890 once you've completed the inventory, but you do need 1638 01:32:16,890 --> 01:32:20,960 to go through updating all your rooms in FAMIS. 1639 01:32:20,960 --> 01:32:22,460 Is that where you were asking? 1640 01:32:27,740 --> 01:32:32,740 And Michael Richard is there was a question to you. 1641 01:32:33,340 --> 01:32:35,360 Nope, so that was a comment. 1642 01:32:35,360 --> 01:32:37,233 What is the best trip? 1643 01:32:38,090 --> 01:32:43,090 So Kim was mentioning that like activated her spaces. 1644 01:32:45,040 --> 01:32:47,890 However, I am attempting to input the percentage 1645 01:32:47,890 --> 01:32:50,460 and room use or employee tabs. 1646 01:32:50,460 --> 01:32:52,030 It will not let me edit the box. 1647 01:32:52,030 --> 01:32:54,743 What is the best troubleshooting? 1648 01:32:55,650 --> 01:32:59,143 Mike did you have any comments on issues with that? 1649 01:33:01,010 --> 01:33:05,220 - Sometimes it's a little bit glitchy 1650 01:33:06,260 --> 01:33:10,970 and I noticed when I was doing the, the demo 1651 01:33:10,970 --> 01:33:11,960 it did that too. 1652 01:33:11,960 --> 01:33:15,183 And you can try highlighting it with the mouse. 1653 01:33:17,390 --> 01:33:19,860 So if you click and kind of highlight right to left 1654 01:33:19,860 --> 01:33:24,550 and then type in, let me know if that works. 1655 01:33:24,550 --> 01:33:29,260 If it doesn't, I may have to submit a footprint on that. 1656 01:33:29,260 --> 01:33:34,260 I, yeah, I had the same issue when I was doing the demo. 1657 01:33:35,860 --> 01:33:37,730 I typed one digit in 1658 01:33:37,730 --> 01:33:40,323 and it didn't take the other two characters. 1659 01:33:41,270 --> 01:33:45,730 It didn't work, okay, all right. 1660 01:33:45,730 --> 01:33:47,283 Let me take a look at that. 1661 01:33:50,410 --> 01:33:51,810 - All right, so we I run an, 1662 01:33:51,810 --> 01:33:54,170 it's amazing how one training is very 1663 01:33:54,170 --> 01:33:57,400 different timing than the other, but so we're gonna give 1664 01:33:57,400 --> 01:33:59,670 people a chance to grab some more coffee or use a, 1665 01:33:59,670 --> 01:34:02,010 about get, to take a bathroom break and maybe come back 1666 01:34:02,010 --> 01:34:06,080 a little just before 10:40, because we'll be cutting it 1667 01:34:06,080 --> 01:34:08,310 short for timing for equipment. 1668 01:34:08,310 --> 01:34:11,240 So again, if you don't have equipment that you don't need to 1669 01:34:11,240 --> 01:34:15,490 stay for the last part, any questions that come up during 1670 01:34:15,490 --> 01:34:17,120 so those of you who are leaving any questions 1671 01:34:17,120 --> 01:34:19,270 that come up after this, feel free to reach out to us. 1672 01:34:19,270 --> 01:34:21,230 And we'll, we'll help with that. 1673 01:34:21,230 --> 01:34:24,360 And I am going to keep the recording going during the break 1674 01:34:24,360 --> 01:34:25,850 just so we only have one recording 1675 01:34:25,850 --> 01:34:28,960 for the training session that we be posting later on. 1676 01:34:28,960 --> 01:34:32,507 So we'll see you all back here just before 10:40. 1677 01:34:58,320 --> 01:35:03,320 - I'll take over the screen okay? 1678 01:35:03,392 --> 01:35:06,607 - Perfect, yeah, I can release that too. 1679 01:39:00,790 --> 01:39:05,790 Okay, so this is, I'm in charge of movable equipment. 1680 01:39:06,510 --> 01:39:10,360 So if you have any questions or issues 1681 01:39:10,360 --> 01:39:14,830 during the inventory for mobile equipment, just let me know. 1682 01:39:14,830 --> 01:39:19,830 I'm gonna go over the slide I'm starting with the COVID. 1683 01:39:21,880 --> 01:39:24,193 Just, just a reminder, again, 1684 01:39:25,140 --> 01:39:29,010 the movable equipment inventory needs to be done on campus 1685 01:39:29,010 --> 01:39:30,020 because you know, 1686 01:39:30,020 --> 01:39:33,370 you need to physically confirm the location 1687 01:39:33,370 --> 01:39:35,640 and condition of the equipment. 1688 01:39:35,640 --> 01:39:38,190 So I just wanted to remind you 1689 01:39:38,190 --> 01:39:42,660 that you may have some restrictions to enter 1690 01:39:42,660 --> 01:39:47,110 in a particular space because of COVID or in general, like 1691 01:39:47,110 --> 01:39:51,640 you know, there's, there might be some capacity restriction 1692 01:39:51,640 --> 01:39:52,930 for the particular room. 1693 01:39:52,930 --> 01:39:57,930 So I recommend that you coordinate to come on campus 1694 01:39:59,745 --> 01:40:02,893 in advance so that you don't get locked out. 1695 01:40:04,790 --> 01:40:08,880 The second item is, again, FY 20, we got away 1696 01:40:08,880 --> 01:40:12,610 with space and movable equipment inventory, 1697 01:40:15,200 --> 01:40:18,360 but FY 21 especially this year is the base year 1698 01:40:18,360 --> 01:40:21,610 and we didn't receive the same leniency 1699 01:40:22,737 --> 01:40:26,600 that we received in a FY 20 for inventory requirements. 1700 01:40:26,600 --> 01:40:29,380 So we need to complete space 1701 01:40:29,380 --> 01:40:32,963 and moveable equipment inventory this year. 1702 01:40:36,118 --> 01:40:37,730 On-site requirements. 1703 01:40:37,730 --> 01:40:40,300 You need to complete daily health screening checking, 1704 01:40:40,300 --> 01:40:44,840 practice physical distancing 1705 01:40:44,840 --> 01:40:47,930 face covering and wash your hands. 1706 01:40:47,930 --> 01:40:50,450 And there's some additional information 1707 01:40:50,450 --> 01:40:52,700 in campus health and safety 1708 01:40:53,787 --> 01:40:56,483 and a website as well as the risk management website. 1709 01:41:03,290 --> 01:41:05,520 I just wanna start 1710 01:41:05,520 --> 01:41:09,667 with the general overview of movable equipment. 1711 01:41:10,820 --> 01:41:14,493 The definition of movable equipment is personal, 1712 01:41:15,700 --> 01:41:20,700 tangible property, which stands along is complete in itself, 1713 01:41:22,260 --> 01:41:27,260 does not lose its identity and has a useful life 1714 01:41:27,290 --> 01:41:31,283 of more than one year and a value of more than $5,000. 1715 01:41:32,220 --> 01:41:37,050 So any tangible property that is not permanently secured 1716 01:41:37,050 --> 01:41:42,050 to the building, and it's more than $5,000, 1717 01:41:42,450 --> 01:41:45,590 it's safe to think it's a movable equipment item 1718 01:41:45,590 --> 01:41:50,110 but it's sometimes you see a lot 1719 01:41:50,110 --> 01:41:53,130 of code that has multiple lines, 1720 01:41:53,130 --> 01:41:56,360 and you can't really tell like, you know, if it's 1721 01:41:56,360 --> 01:42:01,080 if it's this total is movable equipment or like, you know 1722 01:42:02,860 --> 01:42:06,650 any spare parts or if the 1723 01:42:08,070 --> 01:42:12,080 entire quote is for system, just let me know, 1724 01:42:12,080 --> 01:42:14,700 I can go over and then I can take a look 1725 01:42:14,700 --> 01:42:19,653 at the quote with you before you enter the requisition. 1726 01:42:20,950 --> 01:42:23,440 And we have about 5,000 pieces 1727 01:42:23,440 --> 01:42:26,070 of movable equipment on campus. 1728 01:42:26,070 --> 01:42:29,850 And even if it's very old equipment, 1729 01:42:29,850 --> 01:42:34,350 as long as it's listed in your movable equipment 1730 01:42:34,350 --> 01:42:36,900 by department with comments report, 1731 01:42:36,900 --> 01:42:38,830 then you need to do inventory. 1732 01:42:38,830 --> 01:42:42,390 And that piece of equipment will show 1733 01:42:42,390 --> 01:42:44,253 up in your FAMIS room. 1734 01:42:45,640 --> 01:42:48,280 And there are federal property standards 1735 01:42:48,280 --> 01:42:50,970 regarding moveable equipment records. 1736 01:42:50,970 --> 01:42:53,610 And these pieces of information 1737 01:42:53,610 --> 01:42:58,610 is collected during the tagging process, 1738 01:42:59,770 --> 01:43:02,680 and these are showing up 1739 01:43:02,680 --> 01:43:05,873 in your mobile equipment report. 1740 01:43:07,060 --> 01:43:09,430 And there are two important policies 1741 01:43:10,430 --> 01:43:12,080 Moveable equipment policy, 1742 01:43:12,080 --> 01:43:13,940 and the other one is disposal 1743 01:43:15,000 --> 01:43:18,030 of surplus property and movable equipment. 1744 01:43:18,030 --> 01:43:21,260 And these policies have, you know 1745 01:43:21,260 --> 01:43:23,860 detailed logistics as well. 1746 01:43:23,860 --> 01:43:26,720 So it's, it's great resources 1747 01:43:26,720 --> 01:43:31,470 if you need to check any, you know 1748 01:43:31,470 --> 01:43:35,853 if you have any questions or how to dispose certain items. 1749 01:43:38,010 --> 01:43:41,270 And these are the tags 1750 01:43:41,270 --> 01:43:45,700 that top one, the silver tag is the old tag. 1751 01:43:45,700 --> 01:43:50,700 You may still have, you know, the tag number, this 1752 01:43:51,220 --> 01:43:54,323 listed in your report, 1753 01:43:55,680 --> 01:43:57,590 then you need to do the inventory, 1754 01:43:57,590 --> 01:44:01,090 even if you see the silver tag on the actual, like 1755 01:44:01,090 --> 01:44:06,090 asset and the red tag is more recent equipment tags. 1756 01:44:08,860 --> 01:44:13,370 We used to have lower threshold for movable equipment. 1757 01:44:13,370 --> 01:44:15,590 And then we used to use silver tags. 1758 01:44:15,590 --> 01:44:20,590 So even if you see the silver tag attached to the equipment 1759 01:44:20,610 --> 01:44:24,350 and then you may not see it in your report, 1760 01:44:24,350 --> 01:44:27,150 then you don't need to worry about it. 1761 01:44:27,150 --> 01:44:31,470 Maybe it was, you know, lowers threshold years ago 1762 01:44:31,470 --> 01:44:34,610 and then we didn't import it to PeopleSoft. 1763 01:44:34,610 --> 01:44:36,210 But as long as you see 1764 01:44:36,210 --> 01:44:41,210 in your spreadsheet, then you need to inventory. 1765 01:44:45,400 --> 01:44:48,410 For the disposal of mobile equipment, 1766 01:44:48,410 --> 01:44:51,600 you need to first seek trade in opportunities 1767 01:44:52,450 --> 01:44:54,970 or transfer of property to another department 1768 01:44:54,970 --> 01:44:56,890 or a college within a university. 1769 01:44:56,890 --> 01:45:00,280 So you need to contact your Dean's office 1770 01:45:00,280 --> 01:45:05,280 to see if there's any other departments who may be able 1771 01:45:05,820 --> 01:45:07,993 to use that piece of equipment. 1772 01:45:10,356 --> 01:45:11,940 And the controller's office 1773 01:45:11,940 --> 01:45:15,110 us and surplus program property program manager 1774 01:45:15,110 --> 01:45:19,670 needs to be notified and 1775 01:45:19,670 --> 01:45:21,703 disposal, actual disposal, 1776 01:45:22,830 --> 01:45:26,160 you need to submit a service request 1777 01:45:26,160 --> 01:45:29,123 using the FAMIS self service system. 1778 01:45:30,290 --> 01:45:33,340 And, you know, that's gonna generate 1779 01:45:33,340 --> 01:45:37,660 a service request to notify the surplus program 1780 01:45:37,660 --> 01:45:42,660 and then surplus program personnel, 1781 01:45:44,030 --> 01:45:49,030 reach out to you and remove the equipment. 1782 01:45:50,733 --> 01:45:52,450 And equipment over $5,000 1783 01:45:52,450 --> 01:45:56,150 must also have a surplus disposal form. 1784 01:45:56,150 --> 01:46:00,180 So there's a form that you need to fill in 1785 01:46:01,142 --> 01:46:04,143 after you create a service request in FAMIS. 1786 01:46:05,250 --> 01:46:09,140 And after removable of that item, 1787 01:46:09,140 --> 01:46:11,463 the surplus property program personnel will 1788 01:46:11,463 --> 01:46:16,070 forward that original form in the, we moved the asset tag. 1789 01:46:16,070 --> 01:46:21,070 So if you're using their service surplus program service, 1790 01:46:21,940 --> 01:46:25,010 they will not remove the tag 1791 01:46:25,010 --> 01:46:28,900 from the asset that you want to dispose. 1792 01:46:28,900 --> 01:46:33,900 But if you're, you know, disposing that particular item 1793 01:46:34,850 --> 01:46:39,840 as a trade in, and then the vendor takes that item 1794 01:46:39,840 --> 01:46:44,840 with them, then you need to remove the equipment asset tag 1795 01:46:45,210 --> 01:46:47,800 and then send me that removed tag 1796 01:46:49,430 --> 01:46:52,770 to my office so that I can make sure that, you know 1797 01:46:52,770 --> 01:46:56,540 there's no equipment out there that we don't own 1798 01:46:56,540 --> 01:47:01,540 but we still have the UVM asset tag because that's a risk 1799 01:47:01,790 --> 01:47:05,230 for the university for potential liability. 1800 01:47:05,230 --> 01:47:06,663 So we want to avoid that. 1801 01:47:09,720 --> 01:47:14,720 This is again, review of FAMIS page. 1802 01:47:14,870 --> 01:47:18,890 You have this equipment tab right here, and if 1803 01:47:18,890 --> 01:47:23,890 you want to dispose this particular moveable equipment item, 1804 01:47:24,230 --> 01:47:26,620 you need to click right here 1805 01:47:26,620 --> 01:47:28,670 select on your right-hand side 1806 01:47:28,670 --> 01:47:32,110 and then always put the comment for me, please 1807 01:47:33,270 --> 01:47:38,270 because that's gonna be really helpful why you disposing it 1808 01:47:38,370 --> 01:47:39,980 or why you are removing, 1809 01:47:39,980 --> 01:47:42,760 removing the particular item from that room. 1810 01:47:42,760 --> 01:47:46,860 And then once you put the comment and then, you know 1811 01:47:46,860 --> 01:47:49,120 make the check mark right here 1812 01:47:49,120 --> 01:47:54,120 you can just hit delete equipment and save and return. 1813 01:47:59,440 --> 01:48:02,860 So the actual movable equipment inventory process is 1814 01:48:02,860 --> 01:48:05,240 to obtain current department list 1815 01:48:06,550 --> 01:48:09,450 of mobile equipment by running a UVM report. 1816 01:48:09,450 --> 01:48:12,840 And this is not a query, but a report called 1817 01:48:12,840 --> 01:48:16,937 movable equipment by department with comments. 1818 01:48:16,937 --> 01:48:21,333 And I'll show you how to run a report shortly. 1819 01:48:22,340 --> 01:48:25,070 And there's a training guide as well. 1820 01:48:25,070 --> 01:48:28,310 And then I'll show you where you can find the guide as well 1821 01:48:29,810 --> 01:48:34,810 and equipment in rooms, over $5,000, purchasing price 1822 01:48:37,780 --> 01:48:41,540 identify the movable equipment item using the assigned 1823 01:48:41,540 --> 01:48:45,530 asset tag, so once you run a report, you have a list 1824 01:48:45,530 --> 01:48:49,030 of movable equipment under your department ID. 1825 01:48:49,030 --> 01:48:53,400 So once you get the list, you go out there 1826 01:48:53,400 --> 01:48:58,000 and then do the physical verification of mobile equipment. 1827 01:48:58,000 --> 01:49:01,300 And then you can just verify that, you know 1828 01:49:01,300 --> 01:49:06,300 the little metal tag and to your, the rest of the equipment. 1829 01:49:07,870 --> 01:49:11,580 Determining the mobile equipment is being actively used 1830 01:49:12,650 --> 01:49:17,493 and location and again condition is important. 1831 01:49:18,480 --> 01:49:21,700 And any change you need to enter in FAMIS, 1832 01:49:21,700 --> 01:49:26,700 so once you verify it in, on the site and then come back 1833 01:49:27,640 --> 01:49:31,930 to your office or your home, if you're working remotely 1834 01:49:31,930 --> 01:49:36,800 and then go log into FAMIS and you enter any change 1835 01:49:36,800 --> 01:49:41,800 in FAMIS, I showed you earlier. 1836 01:49:42,170 --> 01:49:46,530 If you need to move the equipment from one room to another, 1837 01:49:46,530 --> 01:49:51,530 you just to go to a new room and just add the equipment. 1838 01:49:53,320 --> 01:49:57,260 You don't need to remove it from the original room. 1839 01:49:57,260 --> 01:50:00,713 And then you can just start it in a new room. 1840 01:50:02,550 --> 01:50:04,750 And other comment to note 1841 01:50:04,750 --> 01:50:09,560 any changes such as tradings, disposals, transfers, 1842 01:50:09,560 --> 01:50:11,170 that will be really helpful. 1843 01:50:11,170 --> 01:50:15,150 So if you could do that, when you, you know 1844 01:50:16,300 --> 01:50:19,100 add in a movable equipment for a transfer 1845 01:50:19,100 --> 01:50:23,543 and be moving it for trade in, that would be really helpful. 1846 01:50:27,280 --> 01:50:32,210 So equipment not in rooms, these are vehicles. 1847 01:50:32,210 --> 01:50:37,210 And sometimes equipment item is sent to another 1848 01:50:37,800 --> 01:50:42,120 let's say, university of Connecticut 1849 01:50:43,080 --> 01:50:46,530 because there's some research effort going on 1850 01:50:46,530 --> 01:50:49,580 between UVM and Yukon. 1851 01:50:49,580 --> 01:50:54,000 You know, we have a primary investigator in UVM 1852 01:50:54,000 --> 01:50:57,330 but there's a core investigator in Yukon. 1853 01:50:57,330 --> 01:51:01,870 And the actual research is taking place in Yukon, 1854 01:51:01,870 --> 01:51:05,800 then we might send a equipment over $5,000 1855 01:51:05,800 --> 01:51:10,800 that we UVM purchase with the research, you know, funding 1856 01:51:11,400 --> 01:51:15,330 and then sent it to Yukon. 1857 01:51:15,330 --> 01:51:18,980 Then we don't really have a Yukon, you know 1858 01:51:18,980 --> 01:51:21,110 room information in FAMIS 1859 01:51:22,050 --> 01:51:26,707 because FAMIS, we only have UVM, official UVM space. 1860 01:51:28,170 --> 01:51:33,170 So in that case, I use a special code called B102 1861 01:51:34,770 --> 01:51:37,593 to just identify any items 1862 01:51:37,593 --> 01:51:41,393 that are located outside of university space. 1863 01:51:42,770 --> 01:51:45,510 The other items are vehicles. 1864 01:51:45,510 --> 01:51:50,510 They have a building ID, five digits of nine 1865 01:51:50,880 --> 01:51:52,540 and I'm going to show you 1866 01:51:53,760 --> 01:51:56,870 but these are the ones that are not 1867 01:51:56,870 --> 01:51:59,000 showing up in your FAMIS rooms 1868 01:51:59,000 --> 01:52:03,623 because there's no FAMIS room assignment in them. 1869 01:52:04,840 --> 01:52:08,180 But they will show up in your Excel sheet 1870 01:52:08,180 --> 01:52:13,180 once you run equipment report. 1871 01:52:13,670 --> 01:52:16,700 And inventory items are updated 1872 01:52:16,700 --> 01:52:19,160 in PeopleSoft asset management. 1873 01:52:19,160 --> 01:52:23,747 So once you enter all the information and changes in FAMIS, 1874 01:52:25,920 --> 01:52:30,450 the change is going to be imported to asset management 1875 01:52:31,760 --> 01:52:34,310 that I live in, in PeopleSoft. 1876 01:52:34,310 --> 01:52:38,090 So you don't really have access to asset management 1877 01:52:38,090 --> 01:52:42,230 but I see all the changes in asset management 1878 01:52:43,379 --> 01:52:46,300 and I do my own, run my report, 1879 01:52:46,300 --> 01:52:50,083 and then see the changes as well. 1880 01:52:51,660 --> 01:52:56,660 And this is a nightly feed from FAMIS to PeopleSoft. 1881 01:52:59,570 --> 01:53:00,820 Or I think this is one 1882 01:53:00,820 --> 01:53:05,820 of the manual input that Mike Richards does in the morning. 1883 01:53:08,956 --> 01:53:11,280 And inventory completion, 1884 01:53:11,280 --> 01:53:15,110 once you finish the inventory, you, you just 1885 01:53:15,110 --> 01:53:19,040 need to send that inventory report 1886 01:53:19,040 --> 01:53:23,690 in Excel and certificate and exception report 1887 01:53:23,690 --> 01:53:27,963 to cost accounting email address listed right here. 1888 01:53:29,840 --> 01:53:33,003 Let me go to the demo now. 1889 01:53:39,400 --> 01:53:40,870 So I just wanted to show you 1890 01:53:40,870 --> 01:53:43,620 the website that Mike Richards 1891 01:53:43,620 --> 01:53:48,620 showed you earlier about right here under user guides, 1892 01:53:51,010 --> 01:53:52,900 you have this movable equipment 1893 01:53:52,900 --> 01:53:56,720 by department with comments PDF. 1894 01:53:56,720 --> 01:53:59,990 So if you hit that PDF, it's going to give you 1895 01:53:59,990 --> 01:54:04,990 this step-by-step instruction, how to run a report. 1896 01:54:06,850 --> 01:54:10,100 So, and I actually go into PeopleSoft, 1897 01:54:12,893 --> 01:54:14,726 oh I'm sorry, log out. 1898 01:54:27,820 --> 01:54:32,820 So the user guide shows the, I think that assumes 1899 01:54:33,470 --> 01:54:38,000 that assumes that you are in UVM employee page. 1900 01:54:38,000 --> 01:54:43,000 And then if you hit this UVM business manager, 1901 01:54:43,480 --> 01:54:48,373 it's gonna take you right here so let me close these. 1902 01:54:50,030 --> 01:54:53,973 And under reports processes, 1903 01:54:54,830 --> 01:54:58,620 you have movable equipment by department 1904 01:54:59,642 --> 01:55:03,960 with comments but let's say if you don't use that page, 1905 01:55:06,240 --> 01:55:10,020 but you have your own home page, like I do, 1906 01:55:10,020 --> 01:55:15,020 you can go to here and then go to navigator. 1907 01:55:16,920 --> 01:55:19,983 And under UVM reports, 1908 01:55:21,450 --> 01:55:25,210 you have moveable equipment by department with comments 1909 01:55:27,760 --> 01:55:32,760 and here you just need to find your run control ID. 1910 01:55:33,170 --> 01:55:37,980 I'm assuming you have some, you just click one, 1911 01:55:37,980 --> 01:55:41,350 and then if you only have one department 1912 01:55:41,350 --> 01:55:44,820 that you are responsible for mobile equipment inventory 1913 01:55:44,820 --> 01:55:48,770 you just enter your department ID right here 1914 01:55:48,770 --> 01:55:53,770 for both places and enter a percentage sign right here. 1915 01:55:54,270 --> 01:55:55,603 I hope you can see. 1916 01:55:57,500 --> 01:55:59,660 But if you're in Dean's office 1917 01:55:59,660 --> 01:56:03,820 and then you need to see range of departments, 1918 01:56:03,820 --> 01:56:07,170 you can just enter the first department ID 1919 01:56:07,170 --> 01:56:12,170 to the range right here, and then hit run and, you know 1920 01:56:13,510 --> 01:56:18,153 process monitor just like other, any other reports. 1921 01:56:19,440 --> 01:56:21,363 Once you run the report, 1922 01:56:23,676 --> 01:56:27,920 PeopleSoft will generate the Excel spreadsheet 1923 01:56:27,920 --> 01:56:31,040 listing all your equipment items. 1924 01:56:31,040 --> 01:56:34,240 And this is also in a website. 1925 01:56:34,240 --> 01:56:37,010 I'll show you in a minute where you can find it 1926 01:56:37,010 --> 01:56:39,260 but I put bunch of examples 1927 01:56:39,260 --> 01:56:42,030 and then my comments and instruction right here. 1928 01:56:42,030 --> 01:56:43,560 But the main thing is 1929 01:56:43,560 --> 01:56:47,533 that once you generate that Excel spreadsheet, 1930 01:56:48,450 --> 01:56:51,020 you can just set a column 1931 01:56:51,020 --> 01:56:55,470 for you for yourself to put any comments right here. 1932 01:56:55,470 --> 01:56:59,393 And right here, building column 1933 01:57:01,240 --> 01:57:04,920 you see like five digits of nine. 1934 01:57:04,920 --> 01:57:07,003 This is, these are the vehicles. 1935 01:57:08,290 --> 01:57:09,770 And these are 1936 01:57:10,750 --> 01:57:12,150 on two showing up right here 1937 01:57:13,243 --> 01:57:15,490 that there's no room or a building assignment 1938 01:57:15,490 --> 01:57:17,680 for those particular items 1939 01:57:18,689 --> 01:57:21,483 that are living outside of a university space. 1940 01:57:22,630 --> 01:57:26,840 And these now assets are the ones that you, we move 1941 01:57:26,840 --> 01:57:30,890 from the space in FAMIS because you disposed of it 1942 01:57:30,890 --> 01:57:33,543 or trade it in. 1943 01:57:34,680 --> 01:57:38,827 And I always try to find comments, but 1944 01:57:39,740 --> 01:57:44,090 when you put the comment in FAMIS, it shows up right here 1945 01:57:44,090 --> 01:57:46,900 in comment one column. 1946 01:57:46,900 --> 01:57:50,420 And if you don't put any comments and then you just 1947 01:57:50,420 --> 01:57:55,420 flip the year to 2021, because there's, there was no change 1948 01:57:56,170 --> 01:57:59,790 for the entire room or movable equipment, then it just 1949 01:57:59,790 --> 01:58:03,260 gives you the timestamp and then your user ID. 1950 01:58:03,260 --> 01:58:06,910 But if you put something because you know 1951 01:58:06,910 --> 01:58:09,543 there was a transfer or trade in, 1952 01:58:10,560 --> 01:58:13,403 those comments will show up right here. 1953 01:58:14,470 --> 01:58:19,470 But since you don't have any vehicle or B012 items 1954 01:58:21,530 --> 01:58:26,160 showing up in your FAMIS rooms, you need 1955 01:58:26,160 --> 01:58:30,250 to put the comments for those items right here 1956 01:58:30,250 --> 01:58:32,560 because you know, there's no opportunity 1957 01:58:32,560 --> 01:58:35,180 for you to put the comment in FAMIS. 1958 01:58:35,180 --> 01:58:38,750 So please make sure that you put comments, 1959 01:58:38,750 --> 01:58:42,160 especially for B012 because otherwise 1960 01:58:42,160 --> 01:58:47,160 I'll come ask all the detailed questions to you, 1961 01:58:47,170 --> 01:58:50,010 you know, mainly the location and the condition. 1962 01:58:50,010 --> 01:58:55,010 And if you could put mailing address or the 1963 01:58:58,540 --> 01:59:02,350 postal address of the location, that would be fantastic. 1964 01:59:02,350 --> 01:59:04,170 And the contact information 1965 01:59:04,170 --> 01:59:07,680 if you have particular co investigator 1966 01:59:07,680 --> 01:59:11,103 or a lab manager in a site. 1967 01:59:13,000 --> 01:59:15,550 So that's that, and. 1968 01:59:22,030 --> 01:59:26,123 That, sorry, 1969 01:59:28,190 --> 01:59:33,190 spreadsheet is right here with a bunch of examples, 1970 01:59:33,840 --> 01:59:38,370 sorry i run out of the time, but those are the main things 1971 01:59:38,370 --> 01:59:42,233 you need to do for movable equipment inventory. 1972 01:59:43,170 --> 01:59:46,960 I do have some other slides if you have time to 1973 01:59:46,960 --> 01:59:51,960 you know, stay here a little bit, let's see. 1974 01:59:55,640 --> 01:59:58,810 Just a reminder that movable equipment tagging 1975 01:59:58,810 --> 02:00:02,040 process changed a little bit since 1976 02:00:02,040 --> 02:00:03,650 since the pandemic started 1977 02:00:04,600 --> 02:00:08,150 in order to practice physical distance distancing. 1978 02:00:08,150 --> 02:00:11,740 We started to send movable equipment tags 1979 02:00:11,740 --> 02:00:14,470 and the tagging profile sheets 1980 02:00:14,470 --> 02:00:19,470 to departments who can do the actual tagging 1981 02:00:21,020 --> 02:00:24,570 because I'm not going to, you know 1982 02:00:24,570 --> 02:00:28,750 expose myself to you or so that, you know 1983 02:00:28,750 --> 02:00:33,487 we don't have higher risk of transmitting COVID. 1984 02:00:35,480 --> 02:00:39,460 And I do my own homework right here 1985 02:00:39,460 --> 02:00:41,730 and then contact you guys. 1986 02:00:41,730 --> 02:00:46,050 And this is how the profile sheet looks like. 1987 02:00:46,050 --> 02:00:50,640 And then I attached the equipment tag right here 1988 02:00:50,640 --> 02:00:53,663 and then send it to you over campus mail. 1989 02:00:55,170 --> 02:00:59,940 And once you receive that card, 1990 02:00:59,940 --> 02:01:03,530 it's just kind of like a works like a sticker. 1991 02:01:03,530 --> 02:01:05,667 You just peel the backing off of the tag 1992 02:01:05,667 --> 02:01:09,880 and then attached to that clean surface of the equipment 1993 02:01:09,880 --> 02:01:14,880 and take the pictures of the tag and the equipment. 1994 02:01:16,840 --> 02:01:21,840 But let me just show you what I'm looking for. 1995 02:01:22,070 --> 02:01:26,120 So tag after affixed to that equipment, serial number 1996 02:01:26,120 --> 02:01:29,550 and model number, these are very important pieces 1997 02:01:29,550 --> 02:01:32,900 of information that I'm looking for 1998 02:01:32,900 --> 02:01:36,540 and from an entire view of the equipment. 1999 02:01:36,540 --> 02:01:40,850 And tagging profile sheet after provide the information 2000 02:01:40,850 --> 02:01:43,580 in the fields highlighted in yellow. 2001 02:01:43,580 --> 02:01:46,910 So going back to the slide, I highlight couple 2002 02:01:46,910 --> 02:01:51,910 of fields in yellow or so after you talk the equipment 2003 02:01:52,660 --> 02:01:56,320 please provide the information in these fields 2004 02:01:56,320 --> 02:02:00,230 and then take a picture of the paperwork and 2005 02:02:01,310 --> 02:02:04,260 then include it with other pictures and then send it to me. 2006 02:02:05,270 --> 02:02:08,560 And we ask departments 2007 02:02:08,560 --> 02:02:11,130 to complete that tagging process within two weeks 2008 02:02:11,130 --> 02:02:15,373 of receipt of the tugging and the profile sheet. 2009 02:02:17,040 --> 02:02:19,150 So that's all I have. 2010 02:02:19,150 --> 02:02:22,130 Again, this is just a reminder 2011 02:02:22,130 --> 02:02:26,740 that you need to have correct inventory year 2012 02:02:26,740 --> 02:02:31,740 in a room info tab, 2021, and functional space 2013 02:02:32,627 --> 02:02:36,283 and a space supported by the funded chart strings, 2014 02:02:38,130 --> 02:02:42,210 completed movable equipment Excel spreadsheet. 2015 02:02:42,210 --> 02:02:44,340 There was a question in the last session 2016 02:02:45,260 --> 02:02:49,120 that if they need to run a report at the end of the, like 2017 02:02:49,120 --> 02:02:52,980 you know, after you complete the inventory in FAMIS 2018 02:02:52,980 --> 02:02:56,880 and the answer is yes, and the better practice is 2019 02:02:56,880 --> 02:03:00,750 to run the report twice, you know, the beginning 2020 02:03:00,750 --> 02:03:03,000 of the inventory, just to get the list 2021 02:03:03,000 --> 02:03:07,130 of items that you have in your, under your department ID 2022 02:03:07,130 --> 02:03:10,050 and go out there, do your inventory 2023 02:03:10,050 --> 02:03:13,720 physical confirmation, come back to your office 2024 02:03:13,720 --> 02:03:17,470 and then go in FAMIS and enter all the changes 2025 02:03:17,470 --> 02:03:19,380 and then confirmation. 2026 02:03:19,380 --> 02:03:23,650 And after a day or two business there, after, you know 2027 02:03:24,890 --> 02:03:29,890 the information is imported to FAMIS to asset management 2028 02:03:31,320 --> 02:03:34,880 in PeopleSoft side, then you can run a report again 2029 02:03:34,880 --> 02:03:38,570 to see your change. 2030 02:03:38,570 --> 02:03:41,500 And I forgot to mention one more thing. 2031 02:03:41,500 --> 02:03:46,500 Once you do the, do your FAMIS update, either just 2032 02:03:46,730 --> 02:03:51,730 room flip into 2021, or doing all your, you know, 2033 02:03:53,910 --> 02:03:58,910 comments and changes and then hit save and return in FAMIS. 2034 02:04:00,320 --> 02:04:04,660 This, last inventory that date should be updated 2035 02:04:05,620 --> 02:04:07,103 with you know, current date, 2036 02:04:08,780 --> 02:04:11,160 date that you flick that year of the room. 2037 02:04:12,720 --> 02:04:16,390 And I always verify here, if you do, 2038 02:04:16,390 --> 02:04:19,037 if you did your inventory or not. 2039 02:04:22,340 --> 02:04:25,380 And again, vehicle and B012, they don't show up in FAMIS, 2040 02:04:25,380 --> 02:04:28,710 so you may have to physically change it, 2041 02:04:28,710 --> 02:04:31,670 or if you forget to change it, but 2042 02:04:31,670 --> 02:04:33,690 if you put the comments right here 2043 02:04:33,690 --> 02:04:37,850 then I'll just update that for you. 2044 02:04:37,850 --> 02:04:41,230 But those are the important pieces 2045 02:04:41,230 --> 02:04:45,803 of items that you need to confirm. 2046 02:04:47,790 --> 02:04:50,390 So do you have any questions? 2047 02:04:50,390 --> 02:04:53,063 I'm sorry, I went over five minutes. 2048 02:04:56,010 --> 02:04:57,880 - It's interesting how the trainings have been very 2049 02:04:57,880 --> 02:04:59,620 different for timeframe. 2050 02:04:59,620 --> 02:05:03,580 So do the best we can to stay in the, in the time limit. 2051 02:05:03,580 --> 02:05:05,730 But yeah, if there's any questions you can always reach 2052 02:05:05,730 --> 02:05:08,090 out to the three of us. 2053 02:05:08,090 --> 02:05:10,263 And I don't see anything in the chat, 2054 02:05:10,263 --> 02:05:11,660 so thank you all for coming 2055 02:05:11,660 --> 02:05:16,073 and have fun doing your space and equipment inventory. 2056 02:05:17,140 --> 02:05:19,260 - Thank you for doing the important work, 2057 02:05:19,260 --> 02:05:21,610 it's very critical for us, 2058 02:05:21,610 --> 02:05:25,730 and then for, for the university to receive good rates, 2059 02:05:25,730 --> 02:05:29,330 especially for the base year, it's very critical. 2060 02:05:29,330 --> 02:05:31,580 So I appreciate that. 2061 02:05:31,580 --> 02:05:33,162 - It's tricky base here this year. 2062 02:05:33,162 --> 02:05:36,290 - Thank you all for your efforts and your time today. 2063 02:05:36,290 --> 02:05:39,530 - Yeah, thank you everybody. - Thanks.