- All right, looks like we have
a pretty good big group here now, so let's get started.
So thank you all for joining us this morning for our
annual space and movable equipment inventory training.
It is brought to you by Financial
and Cost Accounting Services and Planning, Design
and Construction, the same presenters that we've had
in the past, but we used to be called Cost Accounting
and Campus Planning Services.
So there's been some consolidation of departments.
And so these are our new department names.
I wanted to make sure you guys were aware of that
when looking for us by department in the directory perhaps.
This is the FY21 space and movable equipment inventory.
And you guys got a reprieve from doing it last year.
And this year we are still focusing on just the fiscal year.
We're not asking you guys
to look at how the space was used over the past two years.
FY 20, we just skipped
and we're going to move right into FY 21.
So this inventory cycle will be
from July, 2020 through the end of this June.
There's different areas that we focus on
between the two departments here.
So I put all of our contact information
for you and kind of the areas of expertise
or the areas you would reach out to us for.
So for planning, design and construction, you'd reach out
to Michael Richards or Joanna Birbeck.
If you had any issues with FAMIS, whether it's logging
getting access to it and logging on, or you're not
seeing the departments that you're, you should be seeing
for your unit or some of the spaces you should be seeing
for your unit, as well as any PI publisher access.
For financial and cost accounting services, you can reach
out to myself or to Lindsey Donovan for any functional
classification issues or questions
even occupants you know, who should we be entering?
And for movable equipment, you can contact Reiko Choiniere
or Renee Hunt.
I do have our campus phone numbers still listed here
but we just like everybody else,
we're working remotely as well.
So Teams or email tend to be the best way to reach us.
But just some presentation guidelines
that we have everyone muted at this time.
We ask that you keep your microphone muted
unless you, you do want to ask a question, you're welcome
to put information into a chat or question into the chat
that will be monitored as well as the hand raise feature
we have a couple of us monitoring that as well.
So if you have a question you don't really feel
like typing it out, you're welcome
to use that hand raise feature, and we'll
find a good break in the topic to address your question.
If you do have any questions that either we can't answer now
or come up as you're, you're doing your inventory,
you're welcome to reach out to,
to Michael myself or to Reiko,
as I mentioned in the previous slide.
And I did want to point out
that this presentation is being recorded.
Our intent is that we'll get captioning added
to it and hopefully get it on the website.
It could take a week or two for the captioning piece
to be completed.
Not really sure how, how long that will take
but once that is done, we will post it
on the website for you,
and let you know when that's available.
These slides are already up on our website and I'll go
over where you can find that in a couple minutes.
Some COVID reminders, since we're still
obviously in the middle of the pandemic, regardless
of your vaccination status or, or what the situation there
the guidance really is to do
as much as you can over Teams or email.
I think college of medicine uses Zoom instead
of Teams but I wish I found out yesterday
after the sides are made, but they're really
just trying to do your information gathering
in other ways than walking the space whenever possible.
We are required to have a physical confirmation
of equipment location this year.
We did get a reprieve of that last year
but the feds do require that it be done this year.
So it literally requires somebody going into the space
and confirming that yes, the equipment is in this space.
So planning ahead for getting
into those spaces is important,
since some of the spaces could be locked
and we're reached capacity already due
to COVID restrictions and capacity guidelines with that.
So we'll go into that in a little bit more at the end
for those of you who do have equipment for your departments.
If you do need to go onsite,
you do need to complete the online daily health
screening check-in process, practice physical distancing
wear a face covering and wash your hands.
And we do have two sites listed
for additional guidance when, when going on campus.
So the campus health and safety, as well as some information
from risk management for employee guidance.
The learning objectives for today is
to really understand the importance
of the space and equipment inventory data
understand the entire inventory process,
so gathering the data and where to enter it
and how to run reports, how to functionalize your space,
classifying it functionally,
and how to inventory movable equipment.
And again, we'll go over various reports
and resources and tools for you.
So the goals of the inventory,
what's the whole point of this?
You know, what are we updating when we do the inventory?
And so you're really updating the space assignments,
which department is in that space.
What is the room type?
Is it an office or a conference room?
And that room type doesn't typically change year to year,
but you do want to assess, especially since we
haven't done this space inventory in two years now.
So has there been any, any changes, permanent changes.
And this for room type we'd just have one room use
and Michael will go over that in a little bit more detail
but really picking the primary room use for the room.
And then the room occupants.
We also want to update the functional activities
that occur in the room and the funding sources.
And, and this is used for the F&A rate negotiation
and and developing the rates
that we propose to the federal government and the, the cost
for our spaces is really allocated based
on the functional activities
that are entered during the space survey.
And then we finally, the last goal of the inventory is
to update the movable equipment, location, usage,
and condition, we have roughly 5,000 items of equipment.
So why is inventory important?
So there there's a couple of reasons.
As I mentioned already,
it helps to inform the F&A rate development
as well as using the building square footage costs
and the space cost to fully burden the income expense rates.
The space surveys also used to certify the square footage.
That is the basis for the facilities expense allocations
through IBB, and space costs are required
in assessing the financial impacts
of various programs across campus,
as well as efficient and effective space planning
and management across the campus.
So your time that you're putting into this
really does have an impact
on the financial resources of the institution.
I know this is a little hard to see,
there's a lot going on here, but I just wanted
to point out that there are a lot of resources available
on the space and movable, movable equipment inventory.
You can either get to this web page
through the Division Of Finance,
you can go to UVM A to Z and
under ask for space, equipment,
space and movable equipment, you can get a link from there.
So there's various ways to get there.
You can also get there through my UVM it's listed,
actually sorry, FAMIS is listed under there.
And some of our other ones
I'm working on a couple of trainings right now,
so I apologize, I'll take that back on the myUVM.
So apologize about that.
You'll notice that on here, you have the key dates.
So we have our training dates listed there
but also the inventory starts today
and it is due by June 30th.
Under the key resources, you're going to see the
this presentation is actually linked to there already.
So that's there as well
as the space functional use classifications
or definitions is there.
So it's really all right,
well, we have the PeopleSoft chart strings
and you have the functional function code in that,
and what is the space function code?
So we'll go over that in a bit more detail
when we go over the functionalization, but notice
that the kind of the cheat sheet that I call it is there.
You also have the room definition room use definition sheet,
there's an inventory checklist
and an inventory tracking example.
You have a link to the FAMIS login page, as well as a link
to running some reports in the BI Publisher system.
There's some policy documents there,
forms for when you complete the inventory
and need to submit your certification that it's been done.
There's some user guides that we have developed there
as well as some tutorials that Mike Richard has created
and put out there walking you specifically
through entering your data
into FAMIS and running those BI Publisher reports.
But again we're also going to have
this larger training available
in a week or two on the site as well.
But if you're looking for just a specific tutorial
and FAMIS or be a publisher, those are available.
And at this time I'm gonna turn it over to Mike.
See if I can find my way to sharing,
or you can take over Mike.
- All right, let's see here, I'll share.
Okay, so thanks Dawn.
Yeah, I'm Mike Richards.
I'm planning, design construction.
So I'm going to walk through the actual
how to enter data into the system and how to run reports.
If you can't hear me or can't see something
just put it in the chat,
and we'll, we'll address that.
From the, so as Dawn mentioned, the,
if you go to the space and movable equipment homepage,
and you go down on the right hand side,
you'll see there's a FAMIS login button
that you'll click on to get into the system.
So if I click that.
I'm already logged in but you'll get a, a login message.
And it's just your UVM net ID and password
when you get that prompt.
And when it opens up in the system
you'll see that you're going to see two tabs on the top.
I have a few more tabs up here cause I'm an administrator.
So you'll see the space survey and self services tab.
And if you don't see these tabs that's an email to me
and we'll get the access fixed for that.
It's a footprint that we put into ETS.
So you might be familiar with self-services and,
let me see here.
Interesting, let me try something else, refresh.
That's interesting, let me go
Let me go, there's another good page too.
This would probably be a good time to show that
but if you go under a uvm.edu/EAS
and these are links to all the systems
on campuses and that's another good resource.
And for some reason test, I was trying
to log into test and it it's giving me some issues.
So I'm going to try production system here.
Okay, so there must be an issue with the test database.
So self services tab, if you go into that,
this is where you do your work orders
and it's organized by site.
And so if you click on a site, so I'm going to click main,
all the buildings are listed by code and by name here.
So you can view the floor plans.
I'm going to just click on 0016 Pierce-Spaulding house.
And it brings up a photo of the building.
And then the floor plans are available
by clicking these PDFs for each level.
And that will show you the layout.
And we should have the floor plans up to date.
We try to get all the renovations put
in before we open the inventory
but sometimes we might miss one.
And if you see something that's off
please send me an email and I'll fix that.
Okay so the other button, the space survey.
And I'm actually going to go back into tests here.
The test database is where we do all our testing
and it's not live data.
And I don't want to enter any data in here.
That's I don't want to change any real time production data.
So I'm just going to switch back to test.
Okay, oh no, it's still, there's still an issue there.
All right, we'll have to do it in production today.
All right, let me go back into that.
Okay, so space survey is the other tab you'll click on.
And Oh, another thing too, I should mention is
that it is the system is still using Internet Explorer.
So that's the browser you should use
even though that is Microsoft is phasing
that out but our timing should be okay
if you know we finish by June 30th.
So yeah, use Internet Explorer.
So when you come to the parameter form on the space survey
you'll see a bunch of different parameters
for the site, building, floor, room, department.
And you can query by any one of these.
Know that this is linked to your net ID.
So if you just leave all these blank and click submit,
it'll open all the rooms that your net ID is tied to.
Now, if you're seeing rooms you shouldn't,
or you're missing rooms, that means your net ID isn't
in the right code, department code.
So that's also just send me an email
and we can just move that and fix the access.
So you could type if you're at the Dean's level
you'll see all the departments that roll up to you.
- We did have a couple of questions.
So people are wondering
if they have to use Internet Explorer or Chrome work.
What's your experience on that.
- Chrome will not work no, right now,
it's so just Internet Explorer for now
due to the Java plugin,
I think that works on Internet Explorer.
- So Edge and Safari, same issue?
I know that they're working on.
- Yeah, they're working on-
- That right now.
- Right, they're working on a way to, so it will work
from Edge cause that's going to replace Internet Explorer
but they haven't tested it yet.
So that might roll out.
I'm not even sure, like by the fall, but you know
you should be done hopefully before then.
So Internet Explorer should still be okay.
Okay, was there another question or is that it?
- That was it for now.
- Okay. - Thank you.
- Yep.
So under a department you can type a code in
or you can use this look up here.
And I'm going to go into my department, 11105.
And I'm just going to click submit.
So this opens all the rooms assigned to that department
and you'll see, it gives you a little rundown here
the site building, building description floor
the room description, and then the groups.
And then the last survey date
that it was surveyed and note that when you do make changes,
this won't refresh in real time.
So just keep that in mind.
It, it takes 24 hours
for this cause we have to import the data every morning.
So it's kind of a manual process where we check the changes
and until that's done this page, won't refresh.
So I would just start
and and we'll click on the first room here, 018.
And what I do is I tend to go all the way
to the right and look at the summary first
cause this gives you a rundown of everything in the space.
So it puts the departments in, it puts the occupants,
the functional use, the equipment
and the accounts will all show up here.
And you can also run a report
and I'll show you at the end, that puts all
of the summaries into one, a comprehensive report.
And if there's no changes to the room,
if this all looks good, you would just go to room info
and where it says inventory year here, this is a key step.
You want to roll that to 2021.
And then you're going to click save return.
I guess I can do this.
This is production, but that's all right.
I think that room actually.
So I actually do our inventory.
So I'm going to just go ahead and do it.
So save return.
And now if you hit cancel, it will not save.
So you always want to hit save return whenever you make any
any changes in there.
So I'll just move on to the next room and click this.
I'll go to my summary.
I'll look to see if anything needs to be changed.
And if I said, yes, there's a number of changes.
Then I would just go and start working left
to right on these tabs to update my changes.
So the first tab would be your room use.
And like, like Dawn said
we just want one primary room you've seen here.
The system does let you put in more
than one but we only want one here, and this is kind
of the physical or architectural use of the space.
It's an office, a conference room, a lab.
And we use, if you go to the space
and movable equipment page over on the right hand side
there is a room use definitions guide here
I can click on, this opens.
It's taking a minute to load.
I use a the NCES guide, FICUM codes.
It's not loading.
I'll take a look at why that's not loading
but those will give you a description.
And if you have a question on those.
I'm actually interesting here.
All right, my computer is frozen.
- While that's working.
Like we just had a couple of things in the chat.
I did answer them via the chat, but just so you know
there was a question about logging on and not
seeing anything when they enter in their information.
And so I'm not sure if you already mentioned this
I missed it, but really any new space survey users
if they can even log on right now
or is that not turned on until their access is
until after the training, when the access is granted?
- Yeah the access will be granted yeah after the training.
So, but if we have a list
I'm keeping a list of all the new users.
And if I do miss one, yeah, just send me an email.
And after, you know, if you're not seeing it
we can get that fixed. - Okay, so Kim, your question
it sounds like you're able
to log on but you're not seeing what you expect.
So either of those scenarios, you'll
you'll reach out to Michael Richards, but.
Thank you for your questions in there.
And yeah Paul, we'll go over in quite a bit
of detail and have time for questions regarding the impacts
of COVID and working remotely.
- See if test is working.
I don't really want to change data in production.
Let's go to space survey.
I'm actually going to pick on another department
because my department doesn't have a lot of equipment.
Let's see.
All right, this one I'm going
to pick on engineering actually, cause this one has
it's actually a better example.
Man, let me just get the space and movable equipment.
I booked market to, you know, it's under the S in A to Z
but it's good to bookmark it because this is
a really good page where these resources are.
These probably work.
I'm not going to chance it right now though.
Let me get through the demo here.
So, all right, I'm going to go into a room
I picked electrical and biomedical engineering.
And so this one, when I go to the summary,
you'll actually see, this has, you know
it lists all the equipment, says a lot of assets
in the room and then it has the account details as well.
So if it did require changes,
I'm going to go back to room use.
And so, like I said
if there is a question on the room use, let me know.
But there is that guide there
that should open up and pick one primary room.
Yes, but if you had to switch it, you just click select
and then click delete, and then to add a room use,
you would just click this drop down,
and then this is all your, all the different room uses.
So I'm just going to switch that to a
to an office and add the room use, click that button add.
Now it puts it, you'll see it puts it into the system
but it does require a percentage.
So it has to be a hundred percent.
So I'm going to put it in a hundred.
And if you don't put in a percentage,
it will give you an error.
And we also checked those.
There was at one point
this particular tab wasn't giving the error
and it was allowing it be imported.
But when we run our exception reports
in the morning we would catch it.
So, but the error should work.
So I'm just going to move on to the groups here.
And these are all the departments
that are assigned to the space.
And these really shouldn't be changed much either
because since we moved to the incentive-based budget model
all the space moves are require provost approval.
So they require a space request.
And that form from your Dean
or director is located on the right side of the space
movable equipment, inventory page, under forms.
So space bank form, or space request form, I'm sorry,
right here is the one you want to fill out.
And that gets processed provost approves it,
and then we go in
and and move the space, move the departments.
Now there's a few other exceptions to that.
If you are at the Dean's level
like I'm in engineering right now.
So if I was at, at Dean's engineering level
I can go in and swap the apartments that roll up
to the Dean's level, if they've moved spaces.
So I can just, this works the same way as the other tab.
If I wanted to switch this,
I could click select, delete group,
and then now it's blank.
And then I would go in and grab another.
Let's say mechanical engineering moved in there
and I can add the group as well.
These require a percentage.
Now, if the room is shared
with another engineering department
I can put that other group in.
So we'll go in and we'll put civil just as an example.
And then you would put the percentages in here 50 and 50.
We'll say, let's say they're splitting this room evenly.
These have to add up to a hundred.
If they don't,
you will get an error up here when you click save.
Okay and the other scenario, you know
if there is a case where let's say engineering
is switching space with another college
and another responsibility center, we call them us.
So it'd be like arts and sciences
or Rubinstein or CALS one of those.
And it was provost approved,
so we know about it, but sometimes we'll have
to inventory the way the space looked before the move
and after the move, if it was during the fiscal year.
And in those cases, that's an email to me as well
because the current system does not allow you
to put in data allocations.
We can do that on the backend.
So I could actually show how it looked the first half
of the year and the second half of the year.
So that's a coordination with me.
Just let me know if there are those cases.
I don't think there's many of them this year.
I think we've caught them all.
I was trying to think if there was another scenario on that.
No, okay.
Oh, well, yeah, that was what I was going to add to that.
We're we are currently in an RFP process
looking at new systems.
And one of the requirements that we want is the ability
for you to put those date ranges in on your end.
So that's, that's something that's come up
as a criticism in the past of the, of our current system.
So I'm going to go to move on to the employee tab here.
And this works, you would first, there's two drop downs.
So you're going to put all the employees who sat
in a space for the year here, and I'm going to go
and say I have two departments in the room.
So you would pick first, pick the department
and then go to the dropdown and pick the employee.
And this lists all the employees in the HR database.
And there's a couple, you can type a name in
so you don't have
to scroll through a list of 10,000 people.
So I'm just going to type my name
and click add and these also require a percentage.
So you can weight these by, you know, their time
and the space and their FTE percentages.
And Dawn can go over that a little more
when she does the functional use.
Cause it is tied to functional use,
the activities in the space.
I'm just going to put a hundred for myself here.
And I'll move on to functional use.
Oh, I should show too.
Let me just show you, this comes up.
I'll say, I'll add for students,
if they're funded, they should be on this list.
But if they're are not funded,
we do have a generic code here,
students unfunded and let me just type students,
so there is a student's unfunded code there.
And we also have an affiliated faculty too
for those cases that, you know, you might have
like a emeritus faculty or something employ right here.
That's another, another one
for people that are not in the list.
I actually can go ahead.
Let me just add that just to show you so now yeah
I have to put percentages, so I'll do 50 and 50 we'll say.
So I'll move on to functional use.
And Dawn's going to spend more time on this.
And this is critical
that you get these percentages correct
because this is what the feds, you know, look at.
And when they do their audits, one
of the things they look at and, but it works the same way.
So you'll first pick one of the departments.
So each department needs a function code
cause I have two in the space now.
And then the two digit FAMIS function codes,
these relate to your three digit PeopleSoft codes.
And you know, those
there is back on the space page,
up at the top, here there
the space functional use definitions.
There's a PDF explaining that.
So I'm just going to go ahead and pick
this is another new thing that Dawn'll go over to this year
we separated out the function code 10.
It used to be instruction and department research.
Now we have two codes, 10 instruction
11 department research.
I'm just going to put this in as instruction.
I'll add that.
And then the other department will require a code.
So we could say, let's say they are
just an administrative function here.
And these, this weighting is critical
for now for this example, I'm just going to put in.
So each one, so now that there's two departments
in the space, so each group has to add up to a hundred.
So this will be a hundred and this'll be a hundred
because it's two, two groups sharing the space.
So all each of their respective activities has
to add to a hundred or associated activities.
Okay, I'll move on to room contacts.
And this is where
for space coordinator you can just put yourself in.
And then the room contacts we have
this is for principal investigators for lab spaces.
So you want to add those and as well, and this
works the same way you put select principal investigator
and then select the drop down.
I'm just going to grab, grab one
and you can put multiple PIs in the room if there are.
I'll move on to equipment and Reiko's going
to be going over this in more detail.
So I won't spend a ton of time, but this lists
you're going to run your equipment report out of PeopleSoft
which Reiko will demonstrate all and enter in
or check it with this list,
make sure that they're, everything's entered in.
To delete a piece of equipment, or if it was something
you got rid of, you would just select it
and then click delete here on the bottom.
And you can put a comment in there too.
Like this piece of equipment was, you know, disposed of.
And I would just click delete down here on the lower right.
Also for moves,
if let's say a piece of equipment's going to be moved
from one room to another, you can leave it in this
in the old room, go into the new room and just add it.
And the system automatically will move it out
of the, out of the existing room.
So that's something to keep in mind
with the way the system works.
Okay, and then accounts, which Dawn's going
to go into in more detail.
This is where we put a chart in at the top.
So chart of accounts is required
for certain functions in the room.
And
this has, you know, it's organized by an operating
you know, chart of account operating unit fond and source.
Some of, some of these are combined.
You can type these in or use the use the dropdowns
use the search functions to populate them.
And I just wanted to see,
so, you know your funding sources will come
from your effort certifications
and your labor distributions.
And there is that crosswalk too
that I mentioned for the three digit PeopleSoft
and the two digit FAMIS function code
that we have provided on the page.
So if this once, so now I've gone through left or right,
I've made all my changes and you can save,
another thing to keep in mind is
if you're entering a lot of accounts, make sure you do save
if you're going to take a lunch break
or something because if you just leave the leave at idle
it can log you out and it, you can lose data.
So always remember to hit save return
or save preview which will bring you
to the summary tab periodically when entering these in.
But what I do, if you've, you know
you're just straight through
like I just did the last tab you go to
is the actually the second tab, the room info.
And that's where you're going to roll that year to 2021.
It'll say this task still has 2020,
and I'm going to click save return.
And I made a mistake.
So it will give you that error up here,
you'll see it in red.
So what I did is I had two groups
and see each groups employees have to add up to a hundred.
So I did them at 50 by mistake.
I did that intentionally, right?
So I could show you how the error works, but no,
so now they're each a hundred
and I'm going to hit save return.
And now it brings me back to my list of rooms.
- Michael, do you know?
So if you get an error
after hitting the save return, did it save it?
But you have an error.
- No, you have to fix the error and then re-save it.
So, but it's nice,
it tells you exactly where the error is so.
- Did it bring you to the page, I don't recall.
- It did, yeah yeah.
- And while I'm talking, there was a comment
in the chat from somebody to just a reminder
that you do need to be on the VPN for FAMIS.
I'm assuming that's the same for BI Publisher.
- Yes, yep, yeah, and in the past we had
College of Madison's on a different network and so they
they had to use VPN anyway, even when we were all on campus.
But now when we're off campus yeah,
you have to use the VPN Cisco.
All right, so I'm going to show reports quickly.
Well, if there's any other questions on the navigation
or where there any other ones or I can move on to reports.
- There's nothing in the chat.
- All right, all right.
So I'm going to go to BI Publisher.
So this is, I'll just open a new tab here.
I just want to start and you click on,
so we also have a link
on the right hand side to get into BI Publisher.
And that's where our reporting is.
And I should also, Dawn mentioned
if you need any more assistance
on the navigation, there are some videos
we put up as well down here
that just basically goes over what I said.
So I'm going to click on this BI Publisher.
And this is also your UVM Net ID and password.
So I'm just going to log in.
It'll open up a screen that looks somewhat like this.
What I usually do is go up to the right here
and click catalog.
And that brings you, to your left,
you're going to see some folders and your
your structure may look different than mine,
depending on your access level.
But when you click FAMIS reports, you'll see there's
a folder for space survey reports here.
So I'm going to click on this one on the bottom.
And then this shows you all the reports available
to you to run during the process.
So I can start with the first there's two that are required.
One that we kind of recommend.
And they're the, the first required one is this chart
field space, functional use exception report.
So this, this report shows,
so we showed you that chart where the chart
of accounts as needed for specific activity.
So it's got to look at both of them
and see if there's any mismatches
between the two and let you know where those exactly are.
So this will also be tied to your net ID.
I can see all the departments, so I'm just cause I'm
an administrator but so if you have multiple,
you may see multiple departments at a Dean's level.
So I'm going to pick
a I think I used CALS as an example, the last time.
And our 51,000.
And you can type that in too, I mean, if you know your codes
and then there's three tabs here, a summary and a detail.
And then there's one, if you want to, this
one's more Excel friendly, the way it's set up.
But the summary I'm just going to click apply, you'll see.
Okay so this shows you that there's right down here
there's four exceptions found.
So you want this to say zero, that's your goal.
Now, one thing to keep in mind is if you make changes
and run this report, it's not going
to show to the next day 24 hours until we import it.
So you may have to wait till the next morning.
I usually get them done,
I'd say by 10:00 AM, they're usually done
every morning, but this actually shows you.
where, what the exception is and where it is.
So say, you know, functions 351, 352
not in function, code 28 space.
That's when you have to fix.
And there's also one here, there's a 60 function code 60
without the right chart string.
There's also this one function code 99
which is a good one to point out
because that's one we put in when we put in new spaces
for renovations, I don't know your activities.
So I may only know what the room use is.
I don't know the activity.
So we just put it in this temporary 99 code.
So those need to be checked and rectified and and updated.
To see where exactly these are,
you have to click on the second tab here, the detail
and then click apply again.
So that just tells you, you have errors,
the summary, this one actually shows you where they are.
So here it is, Jeffords, you know, room 351
is where that error is.
So then you'd go back into the space, you know
your space and survey and make those fixes.
Okay the other report that's required,
so to get back to the, to the main thing
menu on this you'll click catalog up here
and the other one that's required
is this inventory progress.
So I said the last step, always
in the inventory and I'll just click on the space inventory
is to roll this inventory year to 2021.
And that's certifying
that you finished the space and it's done.
Sometimes you'll do it, and you'll forget to roll that,
and that's common, but this report will actually
show you what's been inventoried and what hasn't been.
And there's a few parameters,
this once again, will be tied to your net ID.
But I'm just going to pick a
one here and me go to that same, same department.
I'll pick CALS.
And then, so you can leave inventory year as null on this
Cause it's based, it should every year,
what we do is we clear that field.
So it's going to show null or it's, it should show 2021
one or the other, or if you made a mistake and by accident
put 2020 and or something that this will show you that.
So if I click apply.
You'll see, so it has 174 null rooms.
So I didn't roll any of these yet.
And then if you need to know which ones you missed,
you can click the detail tab, just
like on the other report and then click apply.
And it'll give you a report
of all those rooms that still need to be rolled.
And then I'll show the one that we recommend not require.
These two are required, you got to run these.
And then when you finish, you're going to, Dawn'll go
over the, the, the completion process and the certification.
So those two are required.
The other one is kind
of more recommended but a lot of people find it useful.
It's this department room summary.
And that's the one I said at the beginning
it puts all that summary information
into one comprehensive report.
So this one, you know, and if you're at a Dean's level,
you can run the whole division here.
You can run the whole college in one report.
I'm just going to pick, I'll just pick CALS again
just to the Dean's office.
You can leave these dates as the defaults.
You can leave all of these.
You can use these
if you just wanted to see one building, you know
you certainly can, but that's what these parameters are for
but I'm just going to click apply to see all of CALS rooms.
This could take a minute
depending on how many rooms there are.
That one is taking a bit.
There it is, that one took them a minute.
Now you can, so here it is.
It's basically just looks like that summary tab
but all in one, and you can export any of these reports too.
And this one in particular works as a PDF.
So you can either click this button
to view it as a PDF and then save it or print it.
Or you could actually just go to the wheel here
and there's an export
to PDF and a few of them work well with Excel,
that one on the functional use exceptions.
We had one formatted more for Excel.
This one won't really go
into a tabular format that well, the way it's laid out.
So I would export this as a PDF
and then you can just save it
to your drive and use it as a reference.
All right, and that's pretty much all I was going to cover.
If there's any more questions I can hand it back
over to Dawn.
- Thanks, I, I don't see anything
in the chat so we'll move on to the next section.
Let me bring the presentation back up.
So again, one of the main reasons
for the space and equipment inventory is
for this F&A rate development.
And so any that aren't familiar with F&A yet, it's
it stands for facilities and administration.
That's basically our overhead rate for doing
we're going to, we're going to focus on organized research
because it's the bulk of the F&A recovery
but it's basically the
costs that are incurred for common or joint objectives.
And can't be easily identified
to a specific sponsored project or instructional activity.
So for instance like the
the electricity or the operation and maintenance
for a particular building that has organized research
in it it's there isn't a feasible way
to directly charge the particular amount
of electricity to the sponsored projects
but they are true costs that a university incurs
in order to conduct that research.
And so the F&A rate is used
to ensure that the sponsors are paying their fair share
of these expenses.
The administrative piece of that is capped at 26%.
The administrative burden to manage these awards
is well beyond the 26% and for UVM
and pretty much every institution across the country
but the government has capped it at the 26%.
So that means we really need
to focus on the facilities piece and ensuring
that we're getting as much of the expense recovery back.
And that can only be done
by determining how the space is functionally used
to be able to properly allocate those expenses
to organize a research for instance.
F&A is the third largest revenue source for UVM.
And, and since IBB is been in place,
the units actually get their F&A back,
and a lot of that is really funding a lot of our salaries.
And so it really does have an impact
and and the work that you're doing here
and the detail that you get is really important.
I kind of, kind of already covered this actually, but yeah
I mean, I read the costs are allocated based
on the functional use of the building.
So if a building has 20% organized research
the operation and maintenance of that building
or the building depreciation for that building 20%
of that can be allocated to organize research.
So we need to know how the spaces are actually being used
so that we can allocate those costs
and and having sufficient detail when we get reviewed
by the federal agencies.
So we, we have the proposed F&A rates
and they're negotiated with the federal government,
and as part of that negotiation process, the federal
government representative will conduct onsite reviews.
They have been doing some over Teams
or Zooms this past year, but, and some of that may continue
but they do plan on resuming on-site visits when they can.
And they do that to validate the integrity of the inventory.
So they want to see the space.
They want to see who's in there.
They want to meet with the PIs of various departments
that the ones that have more organized research
and check where the equipment is.
So it's very important that we're accurate
as possible in this study, in a space study.
So that cause any discrepancies that are found during
that on-site review provides the federal negotiator
a justifiable reason to lower our F&A rate.
And any issues that they,
indiscrepancies they find lowers UVMs credibility
in defending our F&A rate proposals.
The key principle in functionalizing space is making sure
that the space aligns with the basis is kind of what we say.
So rooms, space, functional classification
in that this the FAMIS function tab aligns
with the functional description
of the PeopleSoft chart strings
for the funding activity in that room.
And so, again, we're talking
about July 1st, 2020 through June 30th, 2021.
So even though the inventory opens today, really
and if you're getting in there and in April
and May you want to make sure
that you're aware of what would be occurring in that room
through the end of the fiscal year.
There are a number of items
that we consider critical success factors
and I've kind of broken them up this year.
So I'm going to focus on the first two now.
So you really need to have firsthand knowledge
of how the space was used during the fiscal year
as I was mentioning before.
And again, the full fiscal year, even
through the end of June and knowledge
of the occupants that are in that space and their time
or the FTE that they're in that room during the fiscal year.
So to expand on that a little bit,
COVID obviously has a dramatic impact
on how the space is being used
and how and that's been since March of last year.
And so the guidance that we have right now
especially this being our base year
and how we functionalize the space is really
going to impact us for many years.
So it's going to really be the basis
for a five-year negotiation cycle
of what we can have in our F&A rates.
And so the guidance that we've been given is to think
about how the space was used or would have been used
in a normal year if COVID didn't happen.
So the first step is really to determine who would have been
in a space during a normal fiscal year.
So the example I gave here is
if you have an office space that is typically shared
by four graduate students of a particular PI,
you want to figure out who are those PIs grad students
in FY21 that would have used that space.
And if, for instance, in this example, the
this PI only had two grad students in that case
I would say, okay, even though maybe it was impacted
by the number of students he had,
because of COVID you're not going
to make up employees in this case, but you would say, okay
this would have been used by his two grad students
and maybe this year he had six grad students.
So you just really want to kind
of think about who would have been in that space
in the normal year if we were working on campus.
So we did have a question earlier in the chat
that said what if I have a vacant office
because of an unfilled position.
And this has been kind of a common question
since we did have the hiring freeze.
And so I guess Kate, I would probe it a little bit more.
Has it been vacant the entire fiscal year
or is it been since maybe December?
So it's kind of conditional on, on that information.
So really anytime, even in a non COVID year
if you have a space that somebody was using
for a part of the fiscal year
but then became vacant because somebody left the university
and you haven't back filled that position,
you'd really want to look at how that space was used
or an and how the space would have been used
by that individual for the time period that person was here
and note, okay, this, this room was occupied
for July through November or July through December.
We do kind of want to limit a little bit about what the
the length of the notes and how often we're using
that notes tab in FAMIS.
But that would be one that you could use put a quick note
that, Hey, this person left in December,
we haven't back-filled the position.
If it was somebody who left in 2020,
and due to the hiring freeze, hasn't that space hasn't been
or that position hasn't been back filled
and nobody would have been using that room,
you could list that room as, as vacant and,
and under the functional use it wouldn't have an occupant.
So going back to the critical success factors, again
having the firsthand knowledge now, you know, the
the occupants, now you want to determine what
was the functional activities that would have been
was performed, or would have been performed
in that room for a normal FY 21
and having get information on the funding sources related
to the activities for that space.
So going to expand on that a little bit more,
so we have that first step that I mentioned the
last side is okay, who would be in that space?
And then the second step determining how
are those occupants funded for the fiscal year?
And then the third step is
of those occupants funded activities,
which of those incurred in this particular space
I'm looking at in inventory.
So one occupant could have three or eight rooms
you know, they're, they're not just restricted to one room.
And so if you're looking
at their salary distribution or their, if you're using ERS
and looking at their committed effort plans, you know
for the full fiscal year, it doesn't necessarily mean all
of that person's activities occurred in each of those rooms.
So in this example, I have an occupant who used an office
a class laboratory, and a research non-class laboratory.
And so you see that they have
on their salary distribution, multiple funding sources
and it may be correct to have their office listed for each
of those funding activities or functional activities.
And so you, but you would want
to confirm that they did in fact
use their office for all of those.
For a class laboratory, you would often see instruction
for that but you wouldn't typically see organized research
in a class laboratory, but they may be funded from both.
And then for that research non-class laboratory
that's where you would see the organized research
or maybe the department research.
But again, you wouldn't be seeing
that in a class laboratory.
So it's really taking a look
at the occupants, their funding sources, and which
of their functional use is being done in each of the rooms.
- Hey, Dawn, there's a chat question.
So can you clarify where you are talking
about on the tabs FAMIS.
- Yeah, so that was connected to Mike's presentation.
So when you're in FAMIS, you have the room use tab
the occupants tab, the functional tab, the accounts tab.
So it's really kind of when I say tabs,
that's what I'm referring to.
- Yeah, so that's functional use tab right?
- Correct. - Yeah, okay, thanks.
- Thank you.
So we do recommend that you save your documentation.
So one of my I'm, a big advocate
of running that department department summary report
where it kind of gives you that snapshot
of everything that's been inventoried for the room.
And right now to give you all of FY 19 space inventory data,
so the occupants that were listed in FY 19,
the functional use, the accounts,
and so you can have that print out
and you can make any notes
as you have your kind of interviews
with the individuals who oversee the rooms you're reviewing
and putting up any notes that you have on that.
So that when you go
to sit down and put your info information
to FAMIS you can maybe do 20 rooms at once
because you have all of your notes for that.
And I, and we recommend
that you keep any of that documentation
along with maybe any, any logs, room assignment lists,
and again, those interview notes,
especially for any rooms
that are coded with a hundred percent organized research
because the feds are really going to scrutinize those rooms.
And we want to have really detailed notes
to back that up if it's 100% organized research.
Okay, so, you know.
- There's another question.
How should a student lounge be classified for room info?
- When you say room info, do you mean room use?
- I believe so, because that's how you classically
in a functional usage, right.
- Yeah, Mike, do you have that off the top of your head?
How those, I, I don't particularly pay a whole lot of focus.
- Yeah, there is a, a code
for lounge that could be used for that.
I forgot the number it's in the, is it 650?
I'd have to look, I should know.
- Yeah, I mean, I like, we focus more
on like the rooms that have organized research
and so the student lounge won't have organized research
in it, so I am not familiar
but I think that answers the question.
So it's, it's still a lounge, even if it's not in a dorm.
- Let's see, it's 650, yeah, lounge.
- Yeah, she said, Nope, not a lounge in a dorm.
- Yeah, I think whether it's a student lounge
or just a general lounge, I think lounge is fine.
It's not going to be one that we'd be allocating costs
to for an F&A rate.
So I think lounge is fine in either scenario.
Thank you. - Thanks.
- Okay, so there are some other resources
available for you that we recommend
that are helpful as you go through the process.
So there's that space functional use exception
or excuse me, space functional use definition
sheet that you can be that can be found from the website
as well as the room use definition, which Mike just looked
up to determine the, the code for a lounge.
There is an inventory checklist to keep you on check there.
And then as always highly recommend reviewing the space
and moveable equipment inventory training guide
that we have on the site.
So this is, again, it shows you
that the tabs that we're talking about
in FAMIS, and so focusing on the functional use
Mike mentioned that that each tab doesn't need to add
up to a hundred percent and the employees,
for instance it's not as critical
to have the the weighted percentage if you don't have it.
But I mean, it really, you kind of do need to figure out
how much each individual is using a space
and under to really assess the true functional use
but it is critical on the functional use tab
to ensure that the functions are weighted correctly.
So if you have two, this example
we put 50 50 for instruction and then organize research.
But if that's not truly reflective
of how their space is being used,
you do need to update that.
So organized research is only 20%
and you have instruction at 80
you would want to make sure that that is accurate here
because that's how we allocate cost.
Some observations from FY 19's data, since again
we skipped the FYA 20 inventory as that we need
to we're not seeing all the PIs listed it in, I'll go back,
into the room contact tab next to the functional use tab.
So Mike mentioned how you have yourself listed
as the room contact
cause you're completing the space inventory
but you also want to make sure you have a list
you're listing the PI
or multiple PIs that oversee a lab or lab service room.
Because when the federal negotiators come
on campus to do their onsite review
they will list maybe 20 PIs that they want to meet with.
And they want to know the spaces that those PIs oversee.
And this is really the only mechanism we have
to get a report of the spaces that those PIs oversee
and they'll want to walk those spaces as well.
Mike mentioned FAMIS code 99 for the functional use tab.
And that that's really a default
in signals that you need to enter your, your true function.
And I see a question in the chat. What's PI?
Good question.
Sorry, if you're not, if you don't have organized research
this is probably foreign to you.
So it's the principal investigator.
They're the ones that write the grant proposals
and get named as kind of the lead
or the key person conducting the research
when an award is given
and in the research world, they're considered PIs.
And then they, the other observation that we have found was
that there's kind of a switch between department
administration and general administration.
So general administration's your payroll services,
HR, financial cost accounting services, disbursement,
whereas department administration are the individual
departments and having their own administration to
keep the department running and getting classes set up
and getting POs entered.
So kind of how that department administration general
administration and that functional use definition
sheet will give a bit more detailed, breaking
that down and and even provide the PeopleSoft codes
function codes that represent those two.
New for the FY21 survey is the space function code 12
which Mike touched upon.
And that's for department research
which has a PeopleSoft function code of 291.
And any spaces that have funded space functions
or are funded with space function code 11 would also
have a corresponding PeopleSoft function code of 291.
So you want to make sure you have anything supported
by department research has space function code 11.
And so you really want to review
any of your spaces that were previously entered
as space code function, code 10.
Cause as Mike alluded to, we had them combined in the past.
So instruction, department research
and for various reasons, the university has decided
that that needs to be broken out.
And so you, you already have like
already have spaces with fake space function, code 10
and really analyze should this now be all code 11
or is it a breakout between the two.
Under the accounts tab in FAMIS
you'd want to list any accounts
for 291 when it's included in a space
that also has organized research and VCHIP functions.
Again, those are, are organized research.
If your unit doesn't have organized research
or any research space in it
this isn't something you would need to be entering.
There is a space functional use exception report
that we'll check to ensure
that any space that includes a function code 291
in the accounts tab of FAMIS
will also include space code function, code 11.
It's a one-way check, so if you have accounts entered
with 291 that doesn't have a space function
code 11 in the function tab, you'll get the error
but it doesn't work the other way,
because again we're not requiring you to enter in accounts
if the only activity going on in that room for instance
is department research for function code 291.
So save yourself some time
and only enter in those charts things
when you have organized research and VCHIP.
And I'll go over that a little bit more
in a second see that we have a general question.
I have a room that is used for part instruction,
so the thesis defense
and part conference room does the instructional piece
of this factor into funding
or as instructional viewed the same, the same functionally?
So the function use, you would want to break that down.
So thesis defense.
Yeah, I'd put that under instruction
and conference room general use.
Yeah, conference room kind
of how is is it really a conference room that's used
by researchers are discussing research all the time?
Is it a general like department conference room where a lot
of it is kind of day to day conferences generally?
Yeah, so kind of, so to me general use means it could be
like department administration type.
So kind of just getting your best sense
of if department administration is correct.
And having that broken
down by instruction department research
to the best of your abilities. You're obviously not going
to look at all the individual meetings
that happened to there to determine
but just get a general idea for the conference rooms.
So I finished that time.
Okay, so again, accounts, tab and FAMIS.
So what do you need to be entering?
Because it does take quite a bit
of time to enter these information.
So we want to limit when you need to enter information.
And so really for organized research and VCHIP
if you have either of those activities
in a space you need to list all functional use
or excuse me all funding that is supporting that room.
So all accounts, so again, organized research,
you would have PeopleSoft function codes
of 311, 312, 313
as well as university research, which is
Peoplesoft function code 320.
VCHIP is identified by anything
with a PeopleSoft program code of 6061.
So if either of those activities occur in a space
list all of your funding sources for that space
and it and this is where you would be including your
department research function codes 291, and you
wouldn't need to be listing their 291 anywhere else.
But I wanted it to be a reminder on this tab just
to to make it clear because this is the first time
that those are really required.
So experiment station research funded space would be
your PeopleSoft function codes, 351 and 352.
You would only need to be entering in those codes
or those accounts if you have that activity in that room.
Okay income expense, those are your fund 150 charts strings.
You would need to enter in any of your
fund 150 charts strings into the accounts tab
and have an auxiliary code 60 in the functions tab.
Instruction for funded space.
So you only need to list accounts if you have funded
or if a sponsor funded instruction.
So your PeopleSoft chargings would include a function code
of 211, 212 and 213, and you'd only need
to be listing those unless again,
unless you had organized research and VCHIP.
Same for public service.
If your Peoplesoft function codes include 411, 412, and 413.
You would include those charts strings in your accounts tab.
Lastly, the extension research
and extension service funded space,
you'd have the various function codes from PeopleSoft
or 361 and 362 as well as 421 and 422.
So you list those charts strings
as well in the accounts tab.
Anything else doesn't need a charge string.
So if the only thing that's occurring
in that space is department administration,
or non-sponsored instruction,
so maybe function code 201,
you don't need to spend the time and enter in all
of those charts strings, because again, it does take time
as Michael Richards alluded to you'd want
to save often when you're entering that information.
Go over a couple of examples, quite a few examples.
So the first one is related to administrative space.
So you have an occupant that has an office, the occupant
of an office as a staff member, who's one activity
and that room is to provide administrative support
to student services.
And so you would get the funding information
for this individual, and you'd see
that they have a PeopleSoft function code of 701.
And if you were to look
at the functional use definition sheet,
you would find that anything with the activity
of function code 701 has a space function code
of 54 for student administration.
And you would list that as 100% for that room
because that's the only activity that this person is doing
in this office.
The next example is for an income expense.
If you have one occupant who is a staff member
who's one activity in a room
is to provide an income expense service,
but that person may be funded
from two different charts strings.
And the first one being your fund 150
the second chart string, having a fund value
100 and a function of 201.
Can anyone tell me how they think
that this space would be functionalized based
on this information, any takers out there?
I won't leave you in suspense much longer.
So you'd assess the functional use
for this space by evaluating, all right,
so chart string one is funding the income expense activity
and that's again, the only activity
that this person is providing in this room.
And so it would be assigned auxiliary space code 60
for 100 a hundred percent of the room.
Again, this person has two different funding sources
but that doesn't mean that the two different activities
that this person completes in their day is done
in this room, the only activity this person does
in this room is the income expense services.
So this individual would have at least one other space
across campus that they would typically be using that they'd
be completing that other functional activity in.
For lab space,
this example, we have two occupants that use a lab.
The first occupant uses it
for 40 hours and is paid from organized research.
The second occupant uses it
for 20 hours and is paid from department research.
So you want to get a sense of, you know, how
how much is this being used,
and so we're going to use our allocation based
on usage hours for this example.
So the total usage of this room is 60 hours
by all individuals occupying this space.
And two thirds of that or 67% of that
is used for organized research,
and 33% of that is used for department research.
So this oops,
so in this example, you functionalize it the same way based
on that breakdown.
So 67% organized research with space code 22
and 33% for department research in space code 11.
Keep going the wrong way on that, sorry guys.
So lab and lab service room.
So again, our reminder to have your PIs listed
in these rooms under the room occupant tab in FAMIS.
For labs service rooms, you want
to function, it will have the functional classification
that follows the labs that it serves.
So if have an, in this example
we have a lab that it serves to the lab service room
serves two labs, and we're going to base it
on the collective square footage of the labs that it serves.
So in the previous example of the lab
you were basing the lab use based on,
in that case in that example, that the hours, total hours
that it was used.
For the lab service room we're going to base it
on the total square footage of the labs that it serves.
So the first lab is a hundred square feet.
And the only thing
that occurs in that lab is department research.
The second lab that it serves is 200 square feet.
And in that lab,
the only thing that occurs there is organized research.
And I know this is a very simplistic version
of what really happens out there
and it's a little bit more complex
but for kind of driving home the point of how
to functionalize it and allocate it, it's a good example.
So the two labs that this lab service room
services is a total of 300 square feet.
And one third of that is department research.
And two thirds of it is organized research.
And so you would have
that same breakdown in the functional use tab in FAMIS.
You don't need to list occupants
and chart strings or accounts for the lab service rooms
as long as you're basing it on the labs that it serves
and you note in your analysis
in the comment box of which labs it's serving.
Were there any questions so far on any of these?
I haven't seen anything in the chat
so I'm going assume now, but I just wanted
to stop for a minute in case anyone had anything specific.
Went the right direction this time.
All right, so, and I have another example for labs.
You have four occupants in a lab.
One is the principal investigator.
The other is a lab tech and you have two graduate students
who occupy the lab.
Now all of them are 100% funded with organized research
funds, however, the grad students occasionally use the lab
for studying, and you're very familiar with that
or the PI has told you that this, the grad students
use the space for studying.
And this is something we present every year.
It's not just COVID related,
it's, it's really, you know, being aware
of how the space is being used.
And even though the funding sources say
it's all organized research, you know, that some
of the activity that's going on in that room is studying
or or instruction, you'd want to get a sense of how much
of the time it's being used for that study space.
And that portion of time you'd list as instruction.
Because again, the feds really scrutinize anything
that's listed as 100% organized research.
It's not to say that you can't have something listed
as 100% organized research.
If that's truly the case, please indicate that
but just be careful that any, anything
that is having other activities in the room are noted.
For office space,
we have an example where our professor teaches two courses
and has four active sponsored grants
and provide some public service.
The professor states that she has
that she uses her office primarily for research
the function codes and the chart strings
on our effort report
or consistent with how she's using her office.
So in this example, she's listed at 80% organized research
15% department research and 5% public service.
And again, she'd stated
that she uses her office primarily for research.
So you really want to have something to, to review
with her or here's your effort report,
and it shows that 80% of us organized research.
Is that what you mean by primarily used for research?
Cause she may say, Oh, I actually use it 90%.
Or when I meant more like 50%
I have to do a lot of department research in my office.
And most of my organized research is in the labs.
So really having that conversation.
But in this case, the professor said, yeah
I validate that those percentages are consistent
with how I use my office as well.
So again, firsthand knowledge and having those discussions.
Then you are likely to have a department chair that has
both a professor position and a department chair position.
So I want to walk through this a little bit.
So we have the professor position as a 0.2 FTE
and is funded 50% by organized research and 50% funded
by department research.
Position two is a 0.8 FTE for the department chair
which is funded 100% by department administration.
So again, getting firsthand knowledge
and you know that the department chair uses his space
for all of his funded activities.
So it should not be listed 100% department research
and you really want to wait the functional use
between the FTEs and the percentages of both positions.
So in this case, you have the
you'll see you on the chart on the bottom
you have the 0.2 FTE split between the 50 50%.
So that would add up to 100%
for that portion of his P his total 1.0 FTE.
Then you have the 0.8 FTE for the department admin.
So at 100% department admin.
So this all adds up to 200%.
So really want to normalize that
to a 100% allocation between the functional use.
So in this case, it would come out to be 10%
for each organized research and department research.
Because again, that FTE for that position is only 0.2
and 80% for the 0.8 FTE that was a 100% department admin.
Is there any questions on kind of how to get
that breakdown for anybody who has a split appointment?
I don't see anything in the chat, so I'm going to keep going
but definitely interrupt me if any questions come up.
For non-institutional agency occupants,
there's probably not a whole lot
of that this year due to COVID
and trying to keep people off campus whenever possible.
But if you do have maybe a non UVM paid visiting professor
or somebody from like UVM MC using our spaces
you really want to review this.
So if you have any
of those individuals that are not UVM on campus
and they're using for instance
in this example, a research lab
and they're collaborating with the UVM researcher
you'd have the two occupants in the lab.
And in this case, they're using the lab equally
and they're working on research.
However, we wouldn't list it as 100% organized research
that individual who isn't a UVM professor
would be listed as non-institutional agency.
And they'd be in since they use the lab equally,
that would be 50% allocated to non-institutional agency.
And the functional use tab of FAMIS.
And this is important
because there also is this private business use
report that needs to be done by the university.
And so they do need to align if we have a space listed
on the private business use report
but then we go to the F&A rate development
and we don't see that we have an equivalent amount
of that particular space listed as non-institutional agency.
There's this discrepancy between the two.
So just want to make everyone aware of that example.
So wraps up my examples for today.
So I do want to give a brief overview
what kind of QA on your results
and what we expect before you submit any documentation.
So you want to run your department inventory progress report
from BI Publisher
that Michael Richards demonstrated earlier
and that really will show you which rooms have been rolled
just show the correct FYI 2021 year.
And that's our indication
that room has been inventoried and is complete.
You want to run that space functional use exception report
from BI Publisher
and make sure that there's no exceptions on that.
So it's really making sure
that your functional space is supported
by the appropriate funded chart strings.
And anything that's identified as an exception
on that needs to be corrected and imported,
this again takes about 24 hours
for that to be brought into BI Publisher.
And so once you see that all
of those exceptions have been cleared, that's
when you know you're all all set with that piece.
And this one does need to be submitted
when you complete your inventory
You will need to complete a movable equipment
Excel spreadsheet and include the appropriate comments
indicating that the equipment has been inventoried.
Greg will through this in a minute
or in a couple of minutes.
And then I, again, I recommend you reviewing
the department room semi report.
This is the one I mentioned running at the beginning
of the survey, which has all of your data
in there from FY 19 and making your notes.
So running it again, once you have updated all your
information and making sure that all the changes you
intended to make have been completed and nothing
was overlooked or a different room wasn't missed.
Again, that was all QA steps.
So really what is, what is required
of you once you've completed all your inventory?
So there is a certification form
and that's located on our website under forms
and the responsible official for your department
or your unit must approve the accuracy
and reasonableness of the inventory information.
And then they would sign that document
and that would need to be submitted
as well as your space functional use exception report
from BI Publisher with no exceptions
and completed inventory Excel sales spreadsheet.
And you would send all
that information to the address below
for cost accounting services to consider it complete.
But don't see any questions in the chat.
So we're going to take a break.
Why don't we come back at 10:35 and we'll go over equipment.
So if you don't, if you know, you don't have any equipment
then you don't need to stay for this last section.
But there is, I do see a question in the chat.
Does instructional use non grant funded
or a room generate federal funding
for UVM, trying to keep up but the chat keeps moving.
Does instructional use not grant funded
of a room generate federal funding
for UVM or is it only grant funded?
So there is sponsored instruction
but if it's not grant funded
that does not generate federal funding
for UVM, might not be understanding your question, Beth.
Yeah if it's not grant funded,
it's not generating any federal funding.
Okay, so is page 36 the only to do
for department programs, I'm not sure what that question is.
Page 36 I don't have it up in front of me.
Oh, (laughs) the PowerPoint.
So going back here.
Okay, sorry, thank you for clarifying.
So again, this is what needs to be sent in
once you've completed the inventory, but you do need
to go through updating all your rooms in FAMIS.
Is that where you were asking?
And Michael Richard is there was a question to you.
Nope, so that was a comment.
What is the best trip?
So Kim was mentioning that like activated her spaces.
However, I am attempting to input the percentage
and room use or employee tabs.
It will not let me edit the box.
What is the best troubleshooting?
Mike did you have any comments on issues with that?
- Sometimes it's a little bit glitchy
and I noticed when I was doing the, the demo
it did that too.
And you can try highlighting it with the mouse.
So if you click and kind of highlight right to left
and then type in, let me know if that works.
If it doesn't, I may have to submit a footprint on that.
I, yeah, I had the same issue when I was doing the demo.
I typed one digit in
and it didn't take the other two characters.
It didn't work, okay, all right.
Let me take a look at that.
- All right, so we I run an,
it's amazing how one training is very
different timing than the other, but so we're gonna give
people a chance to grab some more coffee or use a,
about get, to take a bathroom break and maybe come back
a little just before 10:40, because we'll be cutting it
short for timing for equipment.
So again, if you don't have equipment that you don't need to
stay for the last part, any questions that come up during
so those of you who are leaving any questions
that come up after this, feel free to reach out to us.
And we'll, we'll help with that.
And I am going to keep the recording going during the break
just so we only have one recording
for the training session that we be posting later on.
So we'll see you all back here just before 10:40.
- I'll take over the screen okay?
- Perfect, yeah, I can release that too.
Okay, so this is, I'm in charge of movable equipment.
So if you have any questions or issues
during the inventory for mobile equipment, just let me know.
I'm gonna go over the slide I'm starting with the COVID.
Just, just a reminder, again,
the movable equipment inventory needs to be done on campus
because you know,
you need to physically confirm the location
and condition of the equipment.
So I just wanted to remind you
that you may have some restrictions to enter
in a particular space because of COVID or in general, like
you know, there's, there might be some capacity restriction
for the particular room.
So I recommend that you coordinate to come on campus
in advance so that you don't get locked out.
The second item is, again, FY 20, we got away
with space and movable equipment inventory,
but FY 21 especially this year is the base year
and we didn't receive the same leniency
that we received in a FY 20 for inventory requirements.
So we need to complete space
and moveable equipment inventory this year.
On-site requirements.
You need to complete daily health screening checking,
practice physical distancing
face covering and wash your hands.
And there's some additional information
in campus health and safety
and a website as well as the risk management website.
I just wanna start
with the general overview of movable equipment.
The definition of movable equipment is personal,
tangible property, which stands along is complete in itself,
does not lose its identity and has a useful life
of more than one year and a value of more than $5,000.
So any tangible property that is not permanently secured
to the building, and it's more than $5,000,
it's safe to think it's a movable equipment item
but it's sometimes you see a lot
of code that has multiple lines,
and you can't really tell like, you know, if it's
if it's this total is movable equipment or like, you know
any spare parts or if the
entire quote is for system, just let me know,
I can go over and then I can take a look
at the quote with you before you enter the requisition.
And we have about 5,000 pieces
of movable equipment on campus.
And even if it's very old equipment,
as long as it's listed in your movable equipment
by department with comments report,
then you need to do inventory.
And that piece of equipment will show
up in your FAMIS room.
And there are federal property standards
regarding moveable equipment records.
And these pieces of information
is collected during the tagging process,
and these are showing up
in your mobile equipment report.
And there are two important policies
Moveable equipment policy,
and the other one is disposal
of surplus property and movable equipment.
And these policies have, you know
detailed logistics as well.
So it's, it's great resources
if you need to check any, you know
if you have any questions or how to dispose certain items.
And these are the tags
that top one, the silver tag is the old tag.
You may still have, you know, the tag number, this
listed in your report,
then you need to do the inventory,
even if you see the silver tag on the actual, like
asset and the red tag is more recent equipment tags.
We used to have lower threshold for movable equipment.
And then we used to use silver tags.
So even if you see the silver tag attached to the equipment
and then you may not see it in your report,
then you don't need to worry about it.
Maybe it was, you know, lowers threshold years ago
and then we didn't import it to PeopleSoft.
But as long as you see
in your spreadsheet, then you need to inventory.
For the disposal of mobile equipment,
you need to first seek trade in opportunities
or transfer of property to another department
or a college within a university.
So you need to contact your Dean's office
to see if there's any other departments who may be able
to use that piece of equipment.
And the controller's office
us and surplus program property program manager
needs to be notified and
disposal, actual disposal,
you need to submit a service request
using the FAMIS self service system.
And, you know, that's gonna generate
a service request to notify the surplus program
and then surplus program personnel,
reach out to you and remove the equipment.
And equipment over $5,000
must also have a surplus disposal form.
So there's a form that you need to fill in
after you create a service request in FAMIS.
And after removable of that item,
the surplus property program personnel will
forward that original form in the, we moved the asset tag.
So if you're using their service surplus program service,
they will not remove the tag
from the asset that you want to dispose.
But if you're, you know, disposing that particular item
as a trade in, and then the vendor takes that item
with them, then you need to remove the equipment asset tag
and then send me that removed tag
to my office so that I can make sure that, you know
there's no equipment out there that we don't own
but we still have the UVM asset tag because that's a risk
for the university for potential liability.
So we want to avoid that.
This is again, review of FAMIS page.
You have this equipment tab right here, and if
you want to dispose this particular moveable equipment item,
you need to click right here
select on your right-hand side
and then always put the comment for me, please
because that's gonna be really helpful why you disposing it
or why you are removing,
removing the particular item from that room.
And then once you put the comment and then, you know
make the check mark right here
you can just hit delete equipment and save and return.
So the actual movable equipment inventory process is
to obtain current department list
of mobile equipment by running a UVM report.
And this is not a query, but a report called
movable equipment by department with comments.
And I'll show you how to run a report shortly.
And there's a training guide as well.
And then I'll show you where you can find the guide as well
and equipment in rooms, over $5,000, purchasing price
identify the movable equipment item using the assigned
asset tag, so once you run a report, you have a list
of movable equipment under your department ID.
So once you get the list, you go out there
and then do the physical verification of mobile equipment.
And then you can just verify that, you know
the little metal tag and to your, the rest of the equipment.
Determining the mobile equipment is being actively used
and location and again condition is important.
And any change you need to enter in FAMIS,
so once you verify it in, on the site and then come back
to your office or your home, if you're working remotely
and then go log into FAMIS and you enter any change
in FAMIS, I showed you earlier.
If you need to move the equipment from one room to another,
you just to go to a new room and just add the equipment.
You don't need to remove it from the original room.
And then you can just start it in a new room.
And other comment to note
any changes such as tradings, disposals, transfers,
that will be really helpful.
So if you could do that, when you, you know
add in a movable equipment for a transfer
and be moving it for trade in, that would be really helpful.
So equipment not in rooms, these are vehicles.
And sometimes equipment item is sent to another
let's say, university of Connecticut
because there's some research effort going on
between UVM and Yukon.
You know, we have a primary investigator in UVM
but there's a core investigator in Yukon.
And the actual research is taking place in Yukon,
then we might send a equipment over $5,000
that we UVM purchase with the research, you know, funding
and then sent it to Yukon.
Then we don't really have a Yukon, you know
room information in FAMIS
because FAMIS, we only have UVM, official UVM space.
So in that case, I use a special code called B102
to just identify any items
that are located outside of university space.
The other items are vehicles.
They have a building ID, five digits of nine
and I'm going to show you
but these are the ones that are not
showing up in your FAMIS rooms
because there's no FAMIS room assignment in them.
But they will show up in your Excel sheet
once you run equipment report.
And inventory items are updated
in PeopleSoft asset management.
So once you enter all the information and changes in FAMIS,
the change is going to be imported to asset management
that I live in, in PeopleSoft.
So you don't really have access to asset management
but I see all the changes in asset management
and I do my own, run my report,
and then see the changes as well.
And this is a nightly feed from FAMIS to PeopleSoft.
Or I think this is one
of the manual input that Mike Richards does in the morning.
And inventory completion,
once you finish the inventory, you, you just
need to send that inventory report
in Excel and certificate and exception report
to cost accounting email address listed right here.
Let me go to the demo now.
So I just wanted to show you
the website that Mike Richards
showed you earlier about right here under user guides,
you have this movable equipment
by department with comments PDF.
So if you hit that PDF, it's going to give you
this step-by-step instruction, how to run a report.
So, and I actually go into PeopleSoft,
oh I'm sorry, log out.
So the user guide shows the, I think that assumes
that assumes that you are in UVM employee page.
And then if you hit this UVM business manager,
it's gonna take you right here so let me close these.
And under reports processes,
you have movable equipment by department
with comments but let's say if you don't use that page,
but you have your own home page, like I do,
you can go to here and then go to navigator.
And under UVM reports,
you have moveable equipment by department with comments
and here you just need to find your run control ID.
I'm assuming you have some, you just click one,
and then if you only have one department
that you are responsible for mobile equipment inventory
you just enter your department ID right here
for both places and enter a percentage sign right here.
I hope you can see.
But if you're in Dean's office
and then you need to see range of departments,
you can just enter the first department ID
to the range right here, and then hit run and, you know
process monitor just like other, any other reports.
Once you run the report,
PeopleSoft will generate the Excel spreadsheet
listing all your equipment items.
And this is also in a website.
I'll show you in a minute where you can find it
but I put bunch of examples
and then my comments and instruction right here.
But the main thing is
that once you generate that Excel spreadsheet,
you can just set a column
for you for yourself to put any comments right here.
And right here, building column
you see like five digits of nine.
This is, these are the vehicles.
And these are
on two showing up right here
that there's no room or a building assignment
for those particular items
that are living outside of a university space.
And these now assets are the ones that you, we move
from the space in FAMIS because you disposed of it
or trade it in.
And I always try to find comments, but
when you put the comment in FAMIS, it shows up right here
in comment one column.
And if you don't put any comments and then you just
flip the year to 2021, because there's, there was no change
for the entire room or movable equipment, then it just
gives you the timestamp and then your user ID.
But if you put something because you know
there was a transfer or trade in,
those comments will show up right here.
But since you don't have any vehicle or B012 items
showing up in your FAMIS rooms, you need
to put the comments for those items right here
because you know, there's no opportunity
for you to put the comment in FAMIS.
So please make sure that you put comments,
especially for B012 because otherwise
I'll come ask all the detailed questions to you,
you know, mainly the location and the condition.
And if you could put mailing address or the
postal address of the location, that would be fantastic.
And the contact information
if you have particular co investigator
or a lab manager in a site.
So that's that, and.
That, sorry,
spreadsheet is right here with a bunch of examples,
sorry i run out of the time, but those are the main things
you need to do for movable equipment inventory.
I do have some other slides if you have time to
you know, stay here a little bit, let's see.
Just a reminder that movable equipment tagging
process changed a little bit since
since the pandemic started
in order to practice physical distance distancing.
We started to send movable equipment tags
and the tagging profile sheets
to departments who can do the actual tagging
because I'm not going to, you know
expose myself to you or so that, you know
we don't have higher risk of transmitting COVID.
And I do my own homework right here
and then contact you guys.
And this is how the profile sheet looks like.
And then I attached the equipment tag right here
and then send it to you over campus mail.
And once you receive that card,
it's just kind of like a works like a sticker.
You just peel the backing off of the tag
and then attached to that clean surface of the equipment
and take the pictures of the tag and the equipment.
But let me just show you what I'm looking for.
So tag after affixed to that equipment, serial number
and model number, these are very important pieces
of information that I'm looking for
and from an entire view of the equipment.
And tagging profile sheet after provide the information
in the fields highlighted in yellow.
So going back to the slide, I highlight couple
of fields in yellow or so after you talk the equipment
please provide the information in these fields
and then take a picture of the paperwork and
then include it with other pictures and then send it to me.
And we ask departments
to complete that tagging process within two weeks
of receipt of the tugging and the profile sheet.
So that's all I have.
Again, this is just a reminder
that you need to have correct inventory year
in a room info tab, 2021, and functional space
and a space supported by the funded chart strings,
completed movable equipment Excel spreadsheet.
There was a question in the last session
that if they need to run a report at the end of the, like
you know, after you complete the inventory in FAMIS
and the answer is yes, and the better practice is
to run the report twice, you know, the beginning
of the inventory, just to get the list
of items that you have in your, under your department ID
and go out there, do your inventory
physical confirmation, come back to your office
and then go in FAMIS and enter all the changes
and then confirmation.
And after a day or two business there, after, you know
the information is imported to FAMIS to asset management
in PeopleSoft side, then you can run a report again
to see your change.
And I forgot to mention one more thing.
Once you do the, do your FAMIS update, either just
room flip into 2021, or doing all your, you know,
comments and changes and then hit save and return in FAMIS.
This, last inventory that date should be updated
with you know, current date,
date that you flick that year of the room.
And I always verify here, if you do,
if you did your inventory or not.
And again, vehicle and B012, they don't show up in FAMIS,
so you may have to physically change it,
or if you forget to change it, but
if you put the comments right here
then I'll just update that for you.
But those are the important pieces
of items that you need to confirm.
So do you have any questions?
I'm sorry, I went over five minutes.
- It's interesting how the trainings have been very
different for timeframe.
So do the best we can to stay in the, in the time limit.
But yeah, if there's any questions you can always reach
out to the three of us.
And I don't see anything in the chat,
so thank you all for coming
and have fun doing your space and equipment inventory.
- Thank you for doing the important work,
it's very critical for us,
and then for, for the university to receive good rates,
especially for the base year, it's very critical.
So I appreciate that.
- It's tricky base here this year.
- Thank you all for your efforts and your time today.
- Yeah, thank you everybody. - Thanks.