1 00:00:04,430 --> 00:00:08,463 - Go another minute or so to let last few people sign on. 2 00:00:11,060 --> 00:00:15,330 - I'm just marking off the attendance for us. 3 00:00:15,330 --> 00:00:16,163 - Thank you. 4 00:00:17,787 --> 00:00:20,090 - Looks like we have a big group here, 5 00:00:20,090 --> 00:00:21,240 so I think we can get started. 6 00:00:21,240 --> 00:00:22,360 So thank you all for coming. 7 00:00:22,360 --> 00:00:27,360 This is the space on-line inventory training for FY22. 8 00:00:27,427 --> 00:00:32,427 And I'm Dawn Caffery, I'll be one of your trainers today. 9 00:00:33,220 --> 00:00:36,250 And I am gonna turn off the camera in a minute here too. 10 00:00:36,250 --> 00:00:38,560 I just wanted to give a shout of say hi, 11 00:00:38,560 --> 00:00:42,470 let you see who I am since this is not in person 12 00:00:42,470 --> 00:00:43,370 again this year. 13 00:00:43,370 --> 00:00:47,360 So it just gets a little bit easier to monitor chat 14 00:00:47,360 --> 00:00:49,050 and everything once we turn that camera off. 15 00:00:49,050 --> 00:00:51,153 So we're gonna do that now. 16 00:00:55,410 --> 00:00:59,940 And so the space inventory is managed by both financial 17 00:00:59,940 --> 00:01:01,030 and cost accounting services, 18 00:01:01,030 --> 00:01:03,800 as well as planning, design, and construction. 19 00:01:03,800 --> 00:01:08,800 And again, this is for FY22 and that's for July 1st 20 00:01:08,900 --> 00:01:11,370 through the end of June and how space will be used 21 00:01:11,370 --> 00:01:12,570 through the end of June. 22 00:01:14,800 --> 00:01:16,510 Why isn't this going? 23 00:01:16,510 --> 00:01:17,780 There we go. 24 00:01:17,780 --> 00:01:19,940 So the context we have for you 25 00:01:19,940 --> 00:01:21,957 for what we're gonna be going over today 26 00:01:21,957 --> 00:01:25,070 in planning, design, and construction, 27 00:01:25,070 --> 00:01:28,840 you have Michael Richards and Joanna Berbeck, 28 00:01:28,840 --> 00:01:32,270 and for financial and cost accounting services, 29 00:01:32,270 --> 00:01:35,670 you have myself, Dawn Caffery and then Lindsey Donovan. 30 00:01:35,670 --> 00:01:40,640 And we'll go over what our areas of expertise are 31 00:01:40,640 --> 00:01:41,610 as we go through here. 32 00:01:41,610 --> 00:01:46,610 But we'll go through the guidelines 33 00:01:46,640 --> 00:01:48,210 for the presentation first. 34 00:01:48,210 --> 00:01:50,870 So I think everybody is already on mute, 35 00:01:50,870 --> 00:01:52,510 if you aren't, if you don't mind meeting yourself 36 00:01:52,510 --> 00:01:54,902 so that we don't have some background noise. 37 00:01:54,902 --> 00:01:56,490 But if you do have any questions, 38 00:01:56,490 --> 00:01:59,320 feel free to use the chat or the hand raise feature. 39 00:01:59,320 --> 00:02:01,240 We do have a couple folks here monitoring that 40 00:02:01,240 --> 00:02:02,660 so we don't miss anything there. 41 00:02:02,660 --> 00:02:05,630 If you have questions that come up after the presentation, 42 00:02:05,630 --> 00:02:09,260 you can email Michael Richards and myself. 43 00:02:09,260 --> 00:02:11,933 So Michael Richards really would be doing the FAMIS 44 00:02:11,933 --> 00:02:14,750 and the BI Publisher stuff and he'll walk you through 45 00:02:14,750 --> 00:02:15,583 how to do those. 46 00:02:15,583 --> 00:02:18,230 And my main focus is on the functionalization and accounts, 47 00:02:18,230 --> 00:02:19,890 which we'll circle back to. 48 00:02:19,890 --> 00:02:21,580 And as many of you guys should have noticed, 49 00:02:21,580 --> 00:02:24,930 this is being recorded and it will go up on the website 50 00:02:24,930 --> 00:02:28,983 once it is able to have captioning added to it. 51 00:02:31,600 --> 00:02:34,020 So COVID 19 reminders. 52 00:02:34,020 --> 00:02:36,260 We're all still in the middle of that. 53 00:02:36,260 --> 00:02:39,960 So really trying to conduct as much of your space inquiries 54 00:02:39,960 --> 00:02:44,623 through Teams or Zoom, or even Email works. 55 00:02:45,890 --> 00:02:47,610 If you do have to go on site, 56 00:02:47,610 --> 00:02:50,110 just remembering to practice physical distancing, 57 00:02:50,110 --> 00:02:52,200 wearing face coverings, and hand washing 58 00:02:52,200 --> 00:02:53,690 and really staying current 59 00:02:53,690 --> 00:02:56,590 with what the current campus health 60 00:02:56,590 --> 00:02:57,790 and safety guidelines are. 61 00:02:57,790 --> 00:02:59,500 And so there's some resources there for you 62 00:02:59,500 --> 00:03:01,780 if you want to review those, 63 00:03:01,780 --> 00:03:05,260 if you're not typically on campus, but need to this year 64 00:03:07,230 --> 00:03:08,383 for the inventory. 65 00:03:10,830 --> 00:03:12,540 So the learning objectives for today 66 00:03:12,540 --> 00:03:14,257 is to really understand the importance 67 00:03:14,257 --> 00:03:17,780 of this space inventory and why are we even doing it. 68 00:03:17,780 --> 00:03:22,780 So there's a number of reasons that we use the space data. 69 00:03:24,190 --> 00:03:26,300 Then we want you to have an understanding 70 00:03:26,300 --> 00:03:28,210 of the entire space inventory process. 71 00:03:28,210 --> 00:03:31,780 So getting the information of who's in the space, 72 00:03:31,780 --> 00:03:36,780 how it's used, when it's used, and then also the reports 73 00:03:36,890 --> 00:03:40,790 you need to run to get your starting point, 74 00:03:40,790 --> 00:03:43,480 and then make your changes, know what your changes are, 75 00:03:43,480 --> 00:03:47,000 and then putting that into FAMIS so that it gets tracked. 76 00:03:47,000 --> 00:03:51,270 And then we'll also detail the functionalization of Space, 77 00:03:51,270 --> 00:03:55,543 'cause that's a very important piece to the inventory. 78 00:03:58,510 --> 00:04:00,140 To go over the important dates. 79 00:04:00,140 --> 00:04:03,340 So today is March 1st, it's the first training 80 00:04:03,340 --> 00:04:05,400 and it opens up the inventory. 81 00:04:05,400 --> 00:04:08,407 So as of today, you can start going into FAMIS 82 00:04:08,407 --> 00:04:10,730 and making your changes. 83 00:04:10,730 --> 00:04:14,050 The final date to submit physical space changes 84 00:04:14,050 --> 00:04:17,160 to planning, design, and construction is June 1st. 85 00:04:17,160 --> 00:04:18,880 And that those changes are if, 86 00:04:18,880 --> 00:04:21,960 as space is now actually owned by another department 87 00:04:21,960 --> 00:04:26,960 or if the breakdown of the space isn't exactly correct 88 00:04:28,110 --> 00:04:31,695 in the space diagrams and things like that. 89 00:04:31,695 --> 00:04:34,470 And Michael Richards will explain a little bit more 90 00:04:34,470 --> 00:04:37,510 of what type of changes that may entail, 91 00:04:37,510 --> 00:04:41,060 but those need to be submitted to him by June 1st 92 00:04:41,060 --> 00:04:45,800 so that he can make those changes in FAMIS 93 00:04:45,800 --> 00:04:48,130 to allow sufficient time for this Space 94 00:04:48,130 --> 00:04:50,530 to be completely inventoried in time. 95 00:04:50,530 --> 00:04:53,620 And the due date this year is incredibly important. 96 00:04:53,620 --> 00:04:55,430 It is, and it's moved up. 97 00:04:55,430 --> 00:04:58,350 So it's a June 13th due date. 98 00:04:58,350 --> 00:05:01,660 And the reason for that, moving that date up 99 00:05:01,660 --> 00:05:05,440 is because on June 15th, the data from FAMIS 100 00:05:05,440 --> 00:05:09,973 is gonna be migrated to the new system called PlanOn. 101 00:05:09,973 --> 00:05:11,530 So that's replacing FAMIS. 102 00:05:11,530 --> 00:05:13,380 So this is your last year of you doing 103 00:05:13,380 --> 00:05:14,950 a space inventory in FAMIS. 104 00:05:14,950 --> 00:05:17,563 I know you guys are all gonna be very sad about that. 105 00:05:19,250 --> 00:05:21,640 So we're still working on the rollout of PlanOn, 106 00:05:21,640 --> 00:05:25,870 but that will go live on July 1st. 107 00:05:25,870 --> 00:05:27,890 And it's not just the space survey piece, 108 00:05:27,890 --> 00:05:30,560 but I mean, it's really all of the space management. 109 00:05:30,560 --> 00:05:35,560 So work orders and I said, you can do much in FAMIS 110 00:05:36,770 --> 00:05:38,400 other than space survey. 111 00:05:38,400 --> 00:05:42,873 So there's a lot more to that system than just work orders. 112 00:05:44,160 --> 00:05:47,930 But they don't want to of work orders migrated 113 00:05:47,930 --> 00:05:51,594 from one system and then have to have people redo them 114 00:05:51,594 --> 00:05:54,480 and purchase orders, things like that. 115 00:05:54,480 --> 00:05:59,430 So the data has to be migrated prior to July 1st 116 00:05:59,430 --> 00:06:04,223 and that date is gonna be done on June 15th. 117 00:06:05,260 --> 00:06:07,600 So all the data needs to be at FAMIS 118 00:06:07,600 --> 00:06:09,920 for the space survey by June 13th, 119 00:06:09,920 --> 00:06:12,930 Michael Richards will do the import on the 14th 120 00:06:12,930 --> 00:06:15,090 for any changes that you made. 121 00:06:15,090 --> 00:06:17,760 And then the morning of June 15th, 122 00:06:17,760 --> 00:06:20,990 no more changes, everything's getting migrated to PlanOn. 123 00:06:20,990 --> 00:06:24,930 And to assist with that, we have moved up 124 00:06:24,930 --> 00:06:28,520 the start date for the space survey to March 1st. 125 00:06:28,520 --> 00:06:31,780 So getting as much as you can done early, 126 00:06:31,780 --> 00:06:33,200 knowing you may have some spaces 127 00:06:33,200 --> 00:06:35,910 that you may not know exactly how it's gonna play out 128 00:06:36,880 --> 00:06:38,130 through the end of the fiscal year, 129 00:06:38,130 --> 00:06:39,970 so you might have to note a couple spaces 130 00:06:39,970 --> 00:06:43,410 that you need to circle back to closer to the deadline 131 00:06:44,350 --> 00:06:47,673 but try to get as much done early on as you can. 132 00:06:48,930 --> 00:06:52,062 And additionally, movable equipment is no longer part 133 00:06:52,062 --> 00:06:53,510 of the space survey. 134 00:06:53,510 --> 00:06:56,923 So that takes out a huge chunk of your effort too. 135 00:06:58,190 --> 00:06:59,400 So we'll speak more about that. 136 00:06:59,400 --> 00:07:02,510 So the beginning of this year, departments, 137 00:07:02,510 --> 00:07:04,200 or beginning of this year, departments no longer need 138 00:07:04,200 --> 00:07:06,020 to do the movable equipment 139 00:07:06,020 --> 00:07:08,073 as part of the space survey process. 140 00:07:08,920 --> 00:07:11,220 You will still see movable equipment 141 00:07:11,220 --> 00:07:13,940 in your spaces in FAMIS, but you can ignore 142 00:07:13,940 --> 00:07:15,280 that tab in FAMIS. 143 00:07:15,280 --> 00:07:18,180 That's what was there previously. 144 00:07:18,180 --> 00:07:19,360 You don't need to make any changes. 145 00:07:19,360 --> 00:07:20,470 You don't need to delete everything, 146 00:07:20,470 --> 00:07:23,423 you just need to skip over that tab basically. 147 00:07:26,150 --> 00:07:29,410 The FY22 moveable equipment inventory 148 00:07:29,410 --> 00:07:32,410 was already completed in December with the roll out 149 00:07:32,410 --> 00:07:35,340 of the RFID tagging process. 150 00:07:35,340 --> 00:07:37,705 And moving forward, equipment will be inventoried 151 00:07:37,705 --> 00:07:41,990 using that RFID scanning done by Financial and Cost 152 00:07:41,990 --> 00:07:46,030 Accounting Services and that will be done 153 00:07:46,030 --> 00:07:47,140 on a rolling basis. 154 00:07:47,140 --> 00:07:52,080 And right now, a schedule is in process 155 00:07:52,080 --> 00:07:56,510 and once that is developed and we have a plan 156 00:07:56,510 --> 00:07:58,770 on how that's going to work, 157 00:07:58,770 --> 00:08:00,980 that will be communicated a little later on. 158 00:08:00,980 --> 00:08:02,650 And so that's why Renee is here today. 159 00:08:02,650 --> 00:08:05,440 So if anybody has any questions on that, 160 00:08:05,440 --> 00:08:07,810 on what to do with equipment right now, 161 00:08:07,810 --> 00:08:10,250 any specifics with equipment, now's your time, 162 00:08:10,250 --> 00:08:12,260 'cause Renee's not gonna stay for the whole training. 163 00:08:12,260 --> 00:08:14,640 So I just wanted to get that out of the way, 164 00:08:14,640 --> 00:08:16,800 let you know, you're off the hook for equipment 165 00:08:16,800 --> 00:08:20,520 for the FAMIS piece of the inventory right now 166 00:08:20,520 --> 00:08:22,770 'cause it's should be all up to date already. 167 00:08:25,790 --> 00:08:28,370 It looks like we don't have any takers on questions there 168 00:08:28,370 --> 00:08:30,040 so I think Renee, you're all set. 169 00:08:30,040 --> 00:08:31,372 Thanks for joining us. 170 00:08:31,372 --> 00:08:32,227 - [Renee] Thank you. 171 00:08:32,227 --> 00:08:33,760 - [Dawn] And if anybody does have questions, 172 00:08:33,760 --> 00:08:36,447 if things do come up, Renee would be your contact. 173 00:08:36,447 --> 00:08:39,400 And we do have a moveable equipment website 174 00:08:39,400 --> 00:08:44,400 that you can look at and see any documentation there 175 00:08:44,610 --> 00:08:46,363 of processes there as well. 176 00:08:47,800 --> 00:08:49,597 - [Renee] Thanks, Dawn. - [Dawn] Thank you, Renee. 177 00:08:53,630 --> 00:08:55,120 So the space inventory goals. 178 00:08:55,120 --> 00:08:57,540 So what are we trying to accomplish? 179 00:08:57,540 --> 00:09:01,260 So we are really looking to update the space assignments, 180 00:09:01,260 --> 00:09:04,090 the room type and the room occupants. 181 00:09:04,090 --> 00:09:07,923 Those are your really basic, who's in the room? 182 00:09:07,923 --> 00:09:09,410 What type of room is it? 183 00:09:09,410 --> 00:09:10,683 Who owns the space? 184 00:09:13,260 --> 00:09:15,120 The additional piece that we wanna update 185 00:09:15,120 --> 00:09:17,087 is the functional activities in the room 186 00:09:17,087 --> 00:09:18,547 and the funding sources. 187 00:09:18,547 --> 00:09:21,270 And in order to do that, you really need to identify 188 00:09:21,270 --> 00:09:24,180 who's in the room and then having a conversation 189 00:09:24,180 --> 00:09:26,600 with the occupants in that room 190 00:09:26,600 --> 00:09:29,850 to be able to figure out how they functionally used 191 00:09:29,850 --> 00:09:30,973 that Space. 192 00:09:32,670 --> 00:09:37,563 And these functionalization and these funding sources, 193 00:09:40,310 --> 00:09:42,140 one of the methodologies that comply 194 00:09:42,140 --> 00:09:44,010 with federal government costing standards 195 00:09:44,010 --> 00:09:47,080 when we do our space inventory, our space surveys, 196 00:09:47,080 --> 00:09:50,940 and our space studies to develop our F&A rate negotiations, 197 00:09:50,940 --> 00:09:54,580 which we're in the middle of doing based on FY21's data. 198 00:09:54,580 --> 00:09:56,580 So FY21 is the base year, 199 00:09:56,580 --> 00:09:59,267 and then we will be negotiating with the federal government 200 00:09:59,267 --> 00:10:03,590 in either late summer, early fall is typical 201 00:10:03,590 --> 00:10:05,450 for that timeframe. 202 00:10:05,450 --> 00:10:08,690 And we use and defends our data 203 00:10:08,690 --> 00:10:13,563 with this space inventory year, so FY22, 204 00:10:13,563 --> 00:10:16,775 and it helps with forecasting and modeling trends 205 00:10:16,775 --> 00:10:20,750 going out a few years, 'cause the F&A rates 206 00:10:21,970 --> 00:10:23,853 can be up to five years. 207 00:10:25,050 --> 00:10:28,323 So the FY22 years is definitely important. 208 00:10:29,590 --> 00:10:32,550 Other than just the F&A rate, the space inventory 209 00:10:32,550 --> 00:10:34,920 is also used to help determine 210 00:10:34,920 --> 00:10:37,010 the building square footage costs 211 00:10:37,010 --> 00:10:39,740 and to fully burden the rates used in income expense. 212 00:10:39,740 --> 00:10:43,870 So we need that data to know how are the building's 213 00:10:43,870 --> 00:10:47,483 being used in order to get the square footage costs? 214 00:10:48,860 --> 00:10:51,720 Certified square footage is also the basis 215 00:10:51,720 --> 00:10:54,410 for facilities expense allocations 216 00:10:54,410 --> 00:10:59,170 and to responsibility centers under IBB 217 00:11:00,582 --> 00:11:03,500 and also helps to assess financial impacts of programs 218 00:11:03,500 --> 00:11:06,320 and really effective and efficient space planning 219 00:11:06,320 --> 00:11:07,610 throughout the year. 220 00:11:07,610 --> 00:11:09,580 Especially, I mean now more than ever 221 00:11:09,580 --> 00:11:12,480 as people are going remote, how is space being used, 222 00:11:12,480 --> 00:11:15,310 and we need to know who's in those spaces. 223 00:11:15,310 --> 00:11:18,963 And so it's used from a lot of perspectives. 224 00:11:21,850 --> 00:11:25,370 We have updated the space inventory page 225 00:11:25,370 --> 00:11:26,950 to no longer be space and equipment. 226 00:11:26,950 --> 00:11:30,330 So it's really focused on space inventory now. 227 00:11:30,330 --> 00:11:32,090 There's a new web link to it. 228 00:11:32,090 --> 00:11:34,100 So it took out the space and moveable equipment. 229 00:11:34,100 --> 00:11:37,601 So right now, if you were to go to UVM, A to Z, 230 00:11:37,601 --> 00:11:41,750 it still does fall under space and moveable equipment 231 00:11:41,750 --> 00:11:44,205 and the link is broken right now, 232 00:11:44,205 --> 00:11:48,980 this URL change just occurred yesterday to go out 233 00:11:48,980 --> 00:11:50,490 to get to happen. 234 00:11:50,490 --> 00:11:55,190 But the request has been made to have the A to Z updated. 235 00:11:55,190 --> 00:11:57,440 So we'll look for that soon. 236 00:11:57,440 --> 00:12:00,691 During the email notification that went out this morning 237 00:12:00,691 --> 00:12:02,570 about opening up space inventory, 238 00:12:02,570 --> 00:12:06,040 we did have a link to the new website. 239 00:12:06,040 --> 00:12:08,370 And then you can also go to the division of finance 240 00:12:08,370 --> 00:12:09,300 and there's a link there 241 00:12:09,300 --> 00:12:12,363 to the space inventory page as well. 242 00:12:14,250 --> 00:12:16,440 You'll see the important key dates here. 243 00:12:16,440 --> 00:12:18,650 So we have the trainings, you're obviously involved 244 00:12:18,650 --> 00:12:22,080 in the first training here and then it opens today. 245 00:12:22,080 --> 00:12:24,710 Again, the due date is June 13th 246 00:12:24,710 --> 00:12:26,010 and then under key resources, 247 00:12:26,010 --> 00:12:29,500 we do have the FY22 space inventory presentation 248 00:12:29,500 --> 00:12:30,570 that we're looking at right now. 249 00:12:30,570 --> 00:12:32,740 So the slides are already available. 250 00:12:32,740 --> 00:12:35,790 Underneath that, you'll see the presentation 251 00:12:35,790 --> 00:12:37,350 recording as soon as that's available, 252 00:12:37,350 --> 00:12:40,030 which hopefully should be by the end of this week. 253 00:12:40,030 --> 00:12:43,360 I would think we'd get the captioning added to it 254 00:12:43,360 --> 00:12:44,813 and it gets posted. 255 00:12:46,210 --> 00:12:47,880 Other key resources below that, 256 00:12:47,880 --> 00:12:49,580 you have the space functional usage, 257 00:12:49,580 --> 00:12:51,570 which is an important one to have, 258 00:12:51,570 --> 00:12:53,250 especially for your academic units 259 00:12:53,250 --> 00:12:56,060 that have instruction, department research, 260 00:12:56,060 --> 00:12:58,423 organized research, public service, et cetera. 261 00:12:59,460 --> 00:13:01,350 And then you have your room use definitions. 262 00:13:01,350 --> 00:13:06,350 And that's where you have office research lab, 263 00:13:06,970 --> 00:13:11,970 instruction lab those sorts of space use definitions. 264 00:13:13,980 --> 00:13:15,933 There's a link to FAMIS as well. 265 00:13:17,449 --> 00:13:19,070 And then if you were to keep scrolling down, 266 00:13:19,070 --> 00:13:20,220 you have our policies 267 00:13:20,220 --> 00:13:23,760 in our university operating procedures. 268 00:13:23,760 --> 00:13:27,820 Under forms, you have the inventory certification form. 269 00:13:27,820 --> 00:13:29,840 So that's what you'll need at the end of the process. 270 00:13:29,840 --> 00:13:31,590 Once you've completed the inventory 271 00:13:31,590 --> 00:13:32,680 and updated all your spaces, 272 00:13:32,680 --> 00:13:34,990 you need to submit a few documents, 273 00:13:34,990 --> 00:13:37,093 including the space inventory form. 274 00:13:38,145 --> 00:13:39,860 We have the user guide. 275 00:13:39,860 --> 00:13:41,170 At the back of the user guide, 276 00:13:41,170 --> 00:13:44,303 there is a checklist we incorporated into the user guide, 277 00:13:45,180 --> 00:13:47,763 I believe last year, that was a change we did that. 278 00:13:48,620 --> 00:13:51,780 We also incorporated some FAQs into the user guide 279 00:13:51,780 --> 00:13:52,910 as well by section. 280 00:13:52,910 --> 00:13:57,910 So functionalization, entering FAQs for FAMIS 281 00:13:58,080 --> 00:14:00,965 and BI Publisher in there as well. 282 00:14:00,965 --> 00:14:05,090 We have video tutorials for very specific pieces 283 00:14:05,090 --> 00:14:08,600 of the navigation for the homepage. 284 00:14:08,600 --> 00:14:10,560 We have navigation for FAMIS 285 00:14:10,560 --> 00:14:12,763 and navigation for BI Publisher. 286 00:14:16,580 --> 00:14:19,440 And I'm going to stop presenting 287 00:14:19,440 --> 00:14:21,993 and I'm gonna hand it over to Mike Richards. 288 00:14:24,400 --> 00:14:25,233 - All right. 289 00:14:25,233 --> 00:14:26,250 Thanks Dawn. 290 00:14:26,250 --> 00:14:30,110 Let me share my screen here 291 00:14:31,560 --> 00:14:34,750 and we'll get this open. 292 00:14:34,750 --> 00:14:36,610 Does everyone see my screen? 293 00:14:36,610 --> 00:14:37,443 Is that- 294 00:14:38,630 --> 00:14:39,463 - [Dawn] I do, yeah. 295 00:14:39,463 --> 00:14:40,296 - Okay, yeah. 296 00:14:40,296 --> 00:14:41,129 All right, good. 297 00:14:41,129 --> 00:14:42,350 - [Michael] Yes. 298 00:14:42,350 --> 00:14:44,863 - All right, so as Dawn mentioned, 299 00:14:46,240 --> 00:14:51,240 when you go on the space inventory site there is a link 300 00:14:52,910 --> 00:14:55,400 to get into the system down here on the right, 301 00:14:55,400 --> 00:14:59,630 FAMIS login and your reports, BI Publisher link 302 00:14:59,630 --> 00:15:01,490 is also here, and those are the things 303 00:15:01,490 --> 00:15:03,133 I'm gonna be going over today. 304 00:15:04,270 --> 00:15:06,790 So when you click it, it'll just be your UVM, 305 00:15:06,790 --> 00:15:08,810 net ID, and password. 306 00:15:08,810 --> 00:15:13,810 And like Dawn said, this is our last year 307 00:15:13,830 --> 00:15:15,610 using this one, FAMIS. 308 00:15:15,610 --> 00:15:20,463 So next year there'll be a new platform. 309 00:15:21,360 --> 00:15:24,860 So that might be good news for some people. 310 00:15:24,860 --> 00:15:28,900 I know that we've received a lot of the comments 311 00:15:28,900 --> 00:15:31,950 over the years about some of the issues in this one. 312 00:15:31,950 --> 00:15:35,093 And I think they're gonna be fixed in the new one. 313 00:15:37,170 --> 00:15:39,780 But a lot of you are familiar with this. 314 00:15:39,780 --> 00:15:42,940 You've probably used self-services 315 00:15:42,940 --> 00:15:47,540 and you'll see two tabs when you log in, 316 00:15:47,540 --> 00:15:50,630 you'll see space survey and self-services. 317 00:15:50,630 --> 00:15:55,630 And self services is where we keep the floor plan. 318 00:15:55,660 --> 00:15:58,740 So if you go in and select a site, 319 00:15:58,740 --> 00:16:01,600 for example, here, I'll select Maine 320 00:16:01,600 --> 00:16:06,600 and I'll go to Pierce Spalding house for an example, 0016, 321 00:16:07,200 --> 00:16:09,090 brings up an image of the building 322 00:16:09,090 --> 00:16:12,470 and you can click on these PDFs to the right 323 00:16:12,470 --> 00:16:16,170 to view the floor plan to ensure their accuracy. 324 00:16:16,170 --> 00:16:18,870 And if there has been a renovation 325 00:16:18,870 --> 00:16:22,070 that we haven't captured, send me an email 326 00:16:22,070 --> 00:16:24,653 and we will get that into the system. 327 00:16:26,150 --> 00:16:29,050 The newer, the PlanOn system that we're going to 328 00:16:29,050 --> 00:16:31,550 has an interactive CAD viewer. 329 00:16:31,550 --> 00:16:35,790 I think that'll give you a little more functionality 330 00:16:35,790 --> 00:16:38,240 that this one we had some issues with. 331 00:16:38,240 --> 00:16:40,300 So that's something to look forward to, 332 00:16:40,300 --> 00:16:41,803 I guess, in the future here. 333 00:16:44,720 --> 00:16:47,560 So when you get to click on the space survey tab, 334 00:16:47,560 --> 00:16:49,793 it'll open the parameter form here. 335 00:16:50,750 --> 00:16:55,000 And your access is tied to your net ID. 336 00:16:55,000 --> 00:16:57,870 So if you leave all of these parameters blank 337 00:16:57,870 --> 00:17:01,680 and just click submit, it will bring up all the rooms 338 00:17:01,680 --> 00:17:03,460 tied to your net ID. 339 00:17:03,460 --> 00:17:06,620 So if you're at the Dean's level in a college, for example, 340 00:17:06,620 --> 00:17:10,510 you'll see all those departments that fall under you. 341 00:17:10,510 --> 00:17:14,700 So you may want to narrow it down a bit, 342 00:17:14,700 --> 00:17:18,250 putting in a site building parameter, 343 00:17:18,250 --> 00:17:21,490 just so you don't get so many returns on, 344 00:17:21,490 --> 00:17:24,870 or that a specific department you can query. 345 00:17:24,870 --> 00:17:27,510 And I can do that on the example here. 346 00:17:27,510 --> 00:17:32,510 So if I wanted to, you can either use these look ups 347 00:17:32,830 --> 00:17:35,670 on the side, or if you know the code, 348 00:17:35,670 --> 00:17:36,760 you can type it in. 349 00:17:36,760 --> 00:17:39,640 But if I click on the look up, 350 00:17:39,640 --> 00:17:42,780 it'll bring up the list of departments 351 00:17:42,780 --> 00:17:47,780 and let's see here, I will open, 352 00:17:47,800 --> 00:17:49,110 this is the test system. 353 00:17:49,110 --> 00:17:50,823 Okay, yeah, I am also in test. 354 00:17:51,707 --> 00:17:53,857 So I was wondering where my department was, 355 00:17:55,290 --> 00:17:58,553 but let's just do this one. 356 00:17:59,490 --> 00:18:04,490 So I'll click, there's my department. 357 00:18:04,690 --> 00:18:06,820 I'm gonna select office of sustainability. 358 00:18:06,820 --> 00:18:08,090 I was gonna do my department, 359 00:18:08,090 --> 00:18:10,260 but the test system does and have it in there, 360 00:18:10,260 --> 00:18:11,093 I just noticed. 361 00:18:11,093 --> 00:18:13,720 So you'll be in the production system 362 00:18:13,720 --> 00:18:18,320 where the data is live, it's a live feed into the database. 363 00:18:18,320 --> 00:18:21,490 This is we have a test that we can test things out 364 00:18:21,490 --> 00:18:23,710 that doesn't affect the live data. 365 00:18:23,710 --> 00:18:26,023 So I'm just gonna click submit on that. 366 00:18:27,710 --> 00:18:29,510 So that'll bring up the list of room 367 00:18:30,880 --> 00:18:32,780 assigned to that department. 368 00:18:32,780 --> 00:18:37,780 And what you'll do is just go down the list of rooms. 369 00:18:37,870 --> 00:18:40,903 So I'll click on the first one here, Room 112, 370 00:18:41,770 --> 00:18:46,770 and this opens up a series of tabs 371 00:18:47,270 --> 00:18:52,270 and a good place to start is to look at the summary tab here 372 00:18:54,293 --> 00:18:55,270 at the end. 373 00:18:55,270 --> 00:18:57,820 And that'll give you an overview of the room. 374 00:18:57,820 --> 00:18:59,920 So it shows you it's an office, 375 00:18:59,920 --> 00:19:04,920 who it's assigned to, the occupants, the function codes, 376 00:19:05,720 --> 00:19:10,357 which Dawn will go over and chart of accounts equipment. 377 00:19:11,900 --> 00:19:13,030 We're not doing this year. 378 00:19:13,030 --> 00:19:15,650 So that's another positive. 379 00:19:15,650 --> 00:19:17,550 So you don't have to worry about that. 380 00:19:18,390 --> 00:19:20,600 And if there's no changes in this room, 381 00:19:20,600 --> 00:19:21,850 if this all looks good 382 00:19:21,850 --> 00:19:24,330 and a lot of your rooms may not change, 383 00:19:24,330 --> 00:19:28,070 you go to the second tab here, room info, 384 00:19:28,070 --> 00:19:31,970 and you're gonna roll this to 2022, 385 00:19:31,970 --> 00:19:35,290 which is the year we're inventorying 386 00:19:35,290 --> 00:19:36,963 and you'll click save return. 387 00:19:38,530 --> 00:19:42,860 And then save return brings you back to the menu 388 00:19:42,860 --> 00:19:46,210 and you'd go down to the next room here. 389 00:19:46,210 --> 00:19:47,803 So I'll click on this one, 390 00:19:49,400 --> 00:19:52,220 and let's say there are changes to this room. 391 00:19:52,220 --> 00:19:55,850 So I go to my summary and I see it's not an office 392 00:19:55,850 --> 00:20:00,230 and some people have moved out or the function's changed. 393 00:20:00,230 --> 00:20:04,700 Then I just go in through these tabs and make those changes. 394 00:20:04,700 --> 00:20:07,623 So room used, I'll start with this one. 395 00:20:08,620 --> 00:20:13,620 And all of these codes, as Dawn pointed out are on the, 396 00:20:15,010 --> 00:20:16,770 I'll go back here. 397 00:20:16,770 --> 00:20:18,863 They're under the resources, 398 00:20:20,160 --> 00:20:22,913 there's room use definitions over here on the right. 399 00:20:24,140 --> 00:20:26,830 But if you have a question, you can always email me 400 00:20:28,170 --> 00:20:29,300 and I can usually answer. 401 00:20:29,300 --> 00:20:31,870 These shouldn't really change your room use 402 00:20:31,870 --> 00:20:33,790 unless there was a renovation 403 00:20:33,790 --> 00:20:37,410 and we should know about all the renovations beforehand, 404 00:20:37,410 --> 00:20:41,150 but sometimes there could be a lag and the time 405 00:20:41,150 --> 00:20:43,200 that we get it into the system. 406 00:20:43,200 --> 00:20:45,050 But if you did need to change it, 407 00:20:45,050 --> 00:20:47,650 you just go to the right and select, 408 00:20:47,650 --> 00:20:52,010 and then click delete, on this one. 409 00:20:52,010 --> 00:20:56,957 And to add it, you will hit this little drop down here, 410 00:20:56,957 --> 00:21:00,280 and that brings up a list of all your codes. 411 00:21:00,280 --> 00:21:04,160 So I'm just gonna make this one a conference room, 412 00:21:04,160 --> 00:21:04,993 let's say. 413 00:21:04,993 --> 00:21:09,433 And so I'll add, and this should add 414 00:21:10,670 --> 00:21:13,400 to 100% in that. 415 00:21:13,400 --> 00:21:15,480 And the system won't let you save it, 416 00:21:15,480 --> 00:21:17,030 all the tabs work that way, 417 00:21:17,030 --> 00:21:19,940 they have to add to 100 or else you'll get an error 418 00:21:19,940 --> 00:21:22,080 at the top of the page here. 419 00:21:22,080 --> 00:21:25,000 And so we ask you to just put in 420 00:21:25,000 --> 00:21:29,990 one primary room use here, okay? 421 00:21:29,990 --> 00:21:32,923 And then I'll move on to the groups tab. 422 00:21:34,160 --> 00:21:36,750 And these are the departments assigned to the space. 423 00:21:36,750 --> 00:21:41,610 And once again, these should be things that are, 424 00:21:41,610 --> 00:21:42,443 since we've went 425 00:21:42,443 --> 00:21:46,903 to the IBB Responsibility Center Management model, 426 00:21:49,905 --> 00:21:52,290 a space request is required, 427 00:21:52,290 --> 00:21:54,500 especially with the Responsibility Centers 428 00:21:54,500 --> 00:21:56,299 of any department moves, 429 00:21:56,299 --> 00:21:58,090 especially if it's between 430 00:21:58,090 --> 00:21:59,830 two different Responsibility Centers. 431 00:21:59,830 --> 00:22:03,560 So we should know about these in advance. 432 00:22:03,560 --> 00:22:08,560 But if you are, like at the Dean's level, 433 00:22:09,090 --> 00:22:11,190 you can make changes to the departments 434 00:22:11,190 --> 00:22:12,800 'cause that's within your own college. 435 00:22:12,800 --> 00:22:13,883 So that's fine. 436 00:22:15,660 --> 00:22:20,370 So if you wanted to add a group, it works the same way 437 00:22:20,370 --> 00:22:24,213 and you would, let me just put in, 438 00:22:27,220 --> 00:22:31,300 let's see, I'll put my old code in there, 439 00:22:31,300 --> 00:22:33,060 even though we don't exist. 440 00:22:33,060 --> 00:22:35,360 We're now planning design construction. 441 00:22:35,360 --> 00:22:36,993 So I'll click add group. 442 00:22:38,430 --> 00:22:41,970 And so these have to add to 100. 443 00:22:41,970 --> 00:22:46,970 So you would allocate these as to the space 444 00:22:47,563 --> 00:22:49,150 they're occupying in there. 445 00:22:49,150 --> 00:22:53,343 I'm just gonna do 50/50 just for the sake of example here. 446 00:22:54,790 --> 00:22:58,170 All right, so I'll move on, so my two groups are in, 447 00:22:58,170 --> 00:23:01,080 I'll move on to my employee tab. 448 00:23:01,080 --> 00:23:04,630 And so you would add any, 449 00:23:04,630 --> 00:23:06,580 all the employees who sat in the space 450 00:23:06,580 --> 00:23:10,200 in the fiscal year and first you select the group 451 00:23:10,200 --> 00:23:11,300 that they're assigned to. 452 00:23:11,300 --> 00:23:15,980 So if I put this group in and then I go to this dropdown, 453 00:23:15,980 --> 00:23:18,800 that brings all the employees up and you can, 454 00:23:18,800 --> 00:23:21,410 so you don't have to scroll through, 455 00:23:21,410 --> 00:23:26,070 you can type in like I'll put my name in here 456 00:23:26,070 --> 00:23:29,360 and you can type a name and it'll bring you to, 457 00:23:29,360 --> 00:23:32,033 hone in the list of values. 458 00:23:32,890 --> 00:23:35,093 And let's see here. 459 00:23:36,800 --> 00:23:37,633 There I am. 460 00:23:37,633 --> 00:23:40,573 I'm just gonna put myself in there, add employee. 461 00:23:41,810 --> 00:23:43,500 So then it you'll see, it puts it in. 462 00:23:43,500 --> 00:23:46,810 Once again, you have to put a percentage 463 00:23:47,980 --> 00:23:50,040 so they have to add to 100. 464 00:23:50,040 --> 00:23:51,333 So I'm gonna put 100. 465 00:23:53,560 --> 00:23:56,490 Functional use is the next tab. 466 00:23:56,490 --> 00:24:00,430 And Dawn's gonna go over this in more detail, 467 00:24:00,430 --> 00:24:01,263 but these are the- 468 00:24:01,263 --> 00:24:02,953 - [Dawn] Mike, would you mind going back and showing, 469 00:24:04,120 --> 00:24:06,490 because of this one having two different departments, 470 00:24:06,490 --> 00:24:11,253 how you would put in both departments need to add up to 100. 471 00:24:12,200 --> 00:24:16,113 - Yeah, so the two departments are 50/50, 472 00:24:18,950 --> 00:24:23,350 so if I did wanna add an employee to the other department, 473 00:24:23,350 --> 00:24:26,870 so I'm gonna put that one in and let's do just add, 474 00:24:26,870 --> 00:24:28,053 yeah, we'll go with, 475 00:24:34,700 --> 00:24:36,490 I'll put this employee in. 476 00:24:36,490 --> 00:24:38,940 I was actually, okay. 477 00:24:38,940 --> 00:24:43,940 So now in this case, each group's employees 478 00:24:44,070 --> 00:24:45,753 have to add to 100 here. 479 00:24:47,489 --> 00:24:50,050 So this one's got to be 100, 480 00:24:50,050 --> 00:24:51,180 as does that one. 481 00:24:51,180 --> 00:24:55,203 So I'm assigned to 11104, this person's 1110. 482 00:24:56,700 --> 00:25:01,480 And each of those has to be 100%, okay? 483 00:25:01,480 --> 00:25:04,942 And then we'll go back to function. 484 00:25:04,942 --> 00:25:08,913 And once again, this works the same way. 485 00:25:12,836 --> 00:25:16,510 So all your departments, especially if you're seeing 486 00:25:16,510 --> 00:25:19,467 all the departments that roll up to you, require functions. 487 00:25:19,467 --> 00:25:22,651 And these are the two digit codes and PeopleSoft, 488 00:25:22,651 --> 00:25:24,310 the three digit codes. 489 00:25:24,310 --> 00:25:27,110 And that crosswalk is also available 490 00:25:29,017 --> 00:25:32,317 on these space, functional usage definitions over here 491 00:25:32,317 --> 00:25:34,460 and the resources. 492 00:25:34,460 --> 00:25:38,060 Okay, so I'm gonna select my group 493 00:25:38,060 --> 00:25:39,870 and I'm gonna put in a function 494 00:25:39,870 --> 00:25:41,360 and I'll do a couple of them here 495 00:25:41,360 --> 00:25:44,233 just to give you, let's say, 496 00:25:45,710 --> 00:25:48,780 now each group's functions have to add to 100 497 00:25:48,780 --> 00:25:49,824 and these need to be, 498 00:25:49,824 --> 00:25:53,040 you have to use your effort certification 499 00:25:53,040 --> 00:25:55,070 and Dawn will go over this 500 00:25:55,070 --> 00:25:57,260 to get these percentages accurate. 501 00:25:57,260 --> 00:26:02,260 It's really critical to get the right percentages in there. 502 00:26:03,840 --> 00:26:08,750 So this one we'll say is, we'll do 100%, 503 00:26:08,750 --> 00:26:10,470 but let's say there were two functions 504 00:26:10,470 --> 00:26:11,890 in this department down here. 505 00:26:11,890 --> 00:26:14,640 So I'm gonna just pick that department 506 00:26:14,640 --> 00:26:18,303 and let's say, I'll do 52. 507 00:26:20,220 --> 00:26:23,730 And then these have to add to 100. 508 00:26:23,730 --> 00:26:25,990 So these two, I'm just gonna do 50/50 509 00:26:25,990 --> 00:26:30,910 for the sake of example and this one has to be 100. 510 00:26:30,910 --> 00:26:33,710 So once again, if you have an error there, 511 00:26:33,710 --> 00:26:35,470 the system will give you an error 512 00:26:35,470 --> 00:26:37,230 when you click save return, 513 00:26:37,230 --> 00:26:40,303 and it'll bring you back to that menu. 514 00:26:42,551 --> 00:26:47,551 All right. 515 00:26:48,597 --> 00:26:49,430 All right. 516 00:26:54,440 --> 00:26:58,570 So now the next tab is room contacts, 517 00:27:01,850 --> 00:27:05,443 and you're gonna put yourself in as the space coordinator. 518 00:27:06,550 --> 00:27:10,420 And then we use this one for principal investigators 519 00:27:10,420 --> 00:27:13,130 and research labs. 520 00:27:13,130 --> 00:27:14,513 So that can go there. 521 00:27:15,570 --> 00:27:18,270 Once again, good news is, no equipment this year, 522 00:27:18,270 --> 00:27:20,550 so we can skip this tab. 523 00:27:20,550 --> 00:27:23,000 And then this is your accounts tab. 524 00:27:23,000 --> 00:27:25,870 Now, certain functions 525 00:27:25,870 --> 00:27:28,780 are gonna require a chartstring, require account. 526 00:27:28,780 --> 00:27:31,543 And Dawn's gonna go over this in more detail. 527 00:27:33,040 --> 00:27:34,993 And these are organized by, 528 00:27:36,000 --> 00:27:37,810 they broke them up here 529 00:27:38,900 --> 00:27:43,200 and the operating unit and department, 530 00:27:43,200 --> 00:27:47,270 the fund source, the business unit, and the project ID, 531 00:27:47,270 --> 00:27:49,760 program and purpose, you can use the drop downs 532 00:27:49,760 --> 00:27:51,423 or you can just type those. 533 00:27:52,610 --> 00:27:57,610 And those percentages also have to add to 100 on that. 534 00:27:59,550 --> 00:28:01,550 And Dawn's gonna go over that in more detail 535 00:28:01,550 --> 00:28:03,500 so I won't spend too much time on that. 536 00:28:05,420 --> 00:28:08,940 So once you're done with the room, 537 00:28:08,940 --> 00:28:11,930 go back to that second tab, room info, 538 00:28:11,930 --> 00:28:14,130 and then you're gonna roll that to 2022. 539 00:28:14,130 --> 00:28:16,880 And that's how we know you can run a report. 540 00:28:16,880 --> 00:28:20,453 That's our check that you've finished the space. 541 00:28:21,330 --> 00:28:25,162 You can use this comments box to notify us 542 00:28:25,162 --> 00:28:29,030 of a missing room, or if there was a renovation, 543 00:28:29,030 --> 00:28:32,100 you can email me, that's often easier. 544 00:28:32,100 --> 00:28:34,140 And the other thing is 545 00:28:35,660 --> 00:28:38,010 and Dawn will talk about this too more, 546 00:28:38,010 --> 00:28:42,110 but lab service rooms, if they're serving a primary lab, 547 00:28:42,110 --> 00:28:43,710 you can put that in the comments. 548 00:28:43,710 --> 00:28:47,120 So you don't have to put all those chartstrings 549 00:28:47,120 --> 00:28:48,030 in the service room. 550 00:28:48,030 --> 00:28:49,830 You could just say this service room 551 00:28:51,480 --> 00:28:55,733 services the main lab, the main research lab here. 552 00:28:55,733 --> 00:28:57,995 - [Dawn] Yeah, note the lab. 553 00:28:57,995 --> 00:29:00,080 We also have a couple questions. 554 00:29:00,080 --> 00:29:02,770 So Amira asked, let's say we have two employees 555 00:29:02,770 --> 00:29:05,710 from the same department who have shared a Space 556 00:29:05,710 --> 00:29:10,710 for last few years 50/50, but in 2021, 557 00:29:11,022 --> 00:29:13,210 one of them leaves on July 1st, 558 00:29:13,210 --> 00:29:16,650 would we allocate at 75 and 25%? 559 00:29:16,650 --> 00:29:18,170 If the person left July 1st, 560 00:29:18,170 --> 00:29:20,310 even if it they worked July 1st, 561 00:29:20,310 --> 00:29:21,690 don't worry about the one day. 562 00:29:21,690 --> 00:29:24,770 I mean, that's not gonna be significant enough. 563 00:29:24,770 --> 00:29:29,260 So if they left July 1st, consider them not in that Space 564 00:29:29,260 --> 00:29:32,240 for the fiscal year and you would allocate it based on, 565 00:29:32,240 --> 00:29:34,550 so you'd put the one occupant in there 566 00:29:34,550 --> 00:29:36,870 and then you'd functionalize it based on how 567 00:29:36,870 --> 00:29:39,310 that one occupant used the building, 568 00:29:39,310 --> 00:29:41,673 or excuse me, used the space. 569 00:29:43,230 --> 00:29:44,720 And then we had another question. 570 00:29:44,720 --> 00:29:48,060 What if you did not occupy a space for the whole year? 571 00:29:48,060 --> 00:29:51,410 So if the entire year the space is not used, 572 00:29:51,410 --> 00:29:56,330 then you would use a function code 81 for inactive. 573 00:29:56,330 --> 00:29:58,450 And we have a couple examples of that 574 00:29:58,450 --> 00:30:02,372 when we get to the functionalization 575 00:30:02,372 --> 00:30:05,640 and some examples there, and that's one of them, 576 00:30:05,640 --> 00:30:07,670 'cause it is important that if it is used 577 00:30:07,670 --> 00:30:10,950 for part of the year, you would just functionalize it 578 00:30:10,950 --> 00:30:14,900 based on how it was used for the period it was used. 579 00:30:14,900 --> 00:30:16,010 So we'll go through that again. 580 00:30:16,010 --> 00:30:17,800 But yeah, yeah, it's a good point to that. 581 00:30:17,800 --> 00:30:22,470 It does need to be the entire fiscal year being unoccupied 582 00:30:22,470 --> 00:30:25,713 to use the inactive space function code. 583 00:30:28,420 --> 00:30:29,253 Thanks. 584 00:30:29,253 --> 00:30:30,500 - All right. 585 00:30:30,500 --> 00:30:35,000 So then once again, you're just gonna hit save return 586 00:30:35,000 --> 00:30:37,973 and that'll bring you back to your list of rooms. 587 00:30:39,390 --> 00:30:42,720 So once you go through your list, 588 00:30:42,720 --> 00:30:47,720 we have some reports that you can run. 589 00:30:48,300 --> 00:30:52,170 And those are once again, there's a link to BI Publisher 590 00:30:53,410 --> 00:30:56,630 on the space inventory page. 591 00:30:56,630 --> 00:31:01,000 That'll open up BI Publisher 592 00:31:01,000 --> 00:31:06,000 and this is also, you log in with your net ID and password. 593 00:31:07,720 --> 00:31:10,463 And it'll look similar to this, 594 00:31:11,870 --> 00:31:12,910 it may be a little different 595 00:31:12,910 --> 00:31:16,760 depending on which other reports you have access to. 596 00:31:16,760 --> 00:31:20,300 But if you click catalog up here in the right, 597 00:31:20,300 --> 00:31:25,300 and you're going to expand out FAMIS reports, 598 00:31:26,230 --> 00:31:31,230 you should see, and this folder space survey reports 599 00:31:32,160 --> 00:31:35,510 that you should all have access to this folder. 600 00:31:35,510 --> 00:31:40,200 And if you don't, let me know and we can get that fixed. 601 00:31:40,200 --> 00:31:42,410 And so the first one I'll show 602 00:31:42,410 --> 00:31:45,817 is this chart field space functional use exception 603 00:31:45,817 --> 00:31:50,817 for report, and this one's required when you're done. 604 00:31:50,860 --> 00:31:53,720 Now, another thing to keep in mind is, 605 00:31:53,720 --> 00:31:56,620 so if you make your changes, we import the changes 606 00:31:56,620 --> 00:31:57,453 in the morning. 607 00:31:57,453 --> 00:32:00,230 So they're not gonna show up on these reports right away 608 00:32:00,230 --> 00:32:02,860 if you do them like say you did them right now 609 00:32:02,860 --> 00:32:04,750 and ran this report, it won't show, 610 00:32:04,750 --> 00:32:06,800 they're gonna show tomorrow morning. 611 00:32:06,800 --> 00:32:10,480 Usually we do them between 9:00 AM and 10:00 AM. 612 00:32:10,480 --> 00:32:14,230 So they should show by then. 613 00:32:14,230 --> 00:32:19,230 So this report will show the differences 614 00:32:22,030 --> 00:32:27,030 between your, if there's a mismatch 615 00:32:27,290 --> 00:32:29,260 between the function codes. 616 00:32:29,260 --> 00:32:32,490 So certain functions require chartstrings 617 00:32:32,490 --> 00:32:33,863 and certain chartstrings, 618 00:32:34,720 --> 00:32:35,840 if you have a chartstring 619 00:32:35,840 --> 00:32:36,950 that doesn't have the right function. 620 00:32:36,950 --> 00:32:38,110 So it goes both ways. 621 00:32:38,110 --> 00:32:41,110 It's looking for mismatches on those. 622 00:32:41,110 --> 00:32:44,273 So you want zero exceptions is your goal. 623 00:32:45,120 --> 00:32:49,240 So you go and I can see all departments 624 00:32:49,240 --> 00:32:50,960 'cause I'm an admin, but you'll see 625 00:32:50,960 --> 00:32:53,520 just your departments on this. 626 00:32:53,520 --> 00:32:58,520 So if I went to that one I was using there as an example, 627 00:32:58,870 --> 00:33:01,780 11110, office sustainability. 628 00:33:01,780 --> 00:33:05,770 So I'm gonna just select that department and click apply. 629 00:33:05,770 --> 00:33:10,640 And that's what you wanna see when you're done, 630 00:33:10,640 --> 00:33:12,480 zero exceptions. 631 00:33:12,480 --> 00:33:16,023 But if there was an exception in there, 632 00:33:17,167 --> 00:33:20,630 you can run this next tag here, 633 00:33:20,630 --> 00:33:25,630 the detail and click apply, and it would actually show you, 634 00:33:26,610 --> 00:33:28,839 this one has zero, but it would actually tell you 635 00:33:28,839 --> 00:33:32,090 what room that problem is in. 636 00:33:32,090 --> 00:33:35,460 So then you'd have to go back to your space inventory, 637 00:33:35,460 --> 00:33:38,360 go back into the room and fix those. 638 00:33:38,360 --> 00:33:41,580 It's either a functional, the wrong function code 639 00:33:41,580 --> 00:33:46,083 or a wrong account associated with that function code. 640 00:33:48,380 --> 00:33:49,440 All right. 641 00:33:49,440 --> 00:33:51,047 So that's that, that one's required. 642 00:33:51,047 --> 00:33:52,840 And you're gonna send that one 643 00:33:54,660 --> 00:33:58,080 with your certification to cost accounting 644 00:33:58,080 --> 00:33:59,880 when you're done with the inventory. 645 00:34:01,440 --> 00:34:04,900 Okay, so I'll click on catalog again, go back out. 646 00:34:04,900 --> 00:34:06,720 And there's my folder. 647 00:34:06,720 --> 00:34:10,948 The other report is department room summary. 648 00:34:10,948 --> 00:34:13,060 Now you can start with this report 649 00:34:13,060 --> 00:34:17,500 and this report is basically the same 650 00:34:17,500 --> 00:34:20,700 as when I went into my room here on FAMIS 651 00:34:20,700 --> 00:34:23,000 and went over to this summary 652 00:34:23,000 --> 00:34:26,940 and it gives me an overall room summary. 653 00:34:26,940 --> 00:34:31,940 This one shows that all the rooms, just in one big report, 654 00:34:33,060 --> 00:34:38,060 which could be easier to review your space before you, 655 00:34:39,110 --> 00:34:41,100 so you know where the changes are. 656 00:34:41,100 --> 00:34:45,900 So I'll just go in and pick that same one 657 00:34:47,640 --> 00:34:51,760 and I'll click, okay, you could leave these parameters. 658 00:34:51,760 --> 00:34:53,650 We've defaulted these. 659 00:34:53,650 --> 00:34:57,200 So it's everything in this fiscal year in op 660 00:34:58,450 --> 00:35:01,330 and I'll click apply 661 00:35:04,070 --> 00:35:05,400 and let's see here. 662 00:35:05,400 --> 00:35:07,170 So this is what it looks like. 663 00:35:07,170 --> 00:35:10,840 It's one big report, all the rooms of all the data. 664 00:35:10,840 --> 00:35:13,790 And you can export these, same with the one I just, 665 00:35:13,790 --> 00:35:15,470 the previous report. 666 00:35:15,470 --> 00:35:20,470 If you go up to, you can make a PDF if you click 667 00:35:20,830 --> 00:35:25,830 this button here or there's two ways to do it, 668 00:35:26,090 --> 00:35:31,090 or you could export it to PDF on this wheel here. 669 00:35:31,290 --> 00:35:34,680 So I could just export that, save it out 670 00:35:34,680 --> 00:35:37,780 and then you can save it to your drive. 671 00:35:37,780 --> 00:35:40,970 And if your Dean or director needs to look 672 00:35:41,840 --> 00:35:45,040 once you've completed it, sometimes they like to see 673 00:35:45,040 --> 00:35:47,653 all the rooms and sign off on it. 674 00:35:49,640 --> 00:35:50,473 All right. 675 00:35:50,473 --> 00:35:53,310 And then the third report is the one, 676 00:35:53,310 --> 00:35:58,310 so when I talked about on the room info tab here, 677 00:35:58,730 --> 00:36:03,126 when you're rolling this, this is a check for you and us 678 00:36:03,126 --> 00:36:06,460 to see if you've completed all your rooms. 679 00:36:06,460 --> 00:36:09,210 So this report will show that, 680 00:36:09,210 --> 00:36:10,680 this is the third one down here, 681 00:36:10,680 --> 00:36:14,753 department inventory, progress room count by inventory year. 682 00:36:14,753 --> 00:36:19,753 So that'll show what's been rolled to 2022 and what hasn't. 683 00:36:20,520 --> 00:36:23,500 So once again, this will be tied to your access. 684 00:36:23,500 --> 00:36:26,903 I'm gonna pick my test department here again, 685 00:36:29,102 --> 00:36:30,102 11110, okay? 686 00:36:33,290 --> 00:36:37,963 And then you can keep this parameters all, 687 00:36:40,220 --> 00:36:43,540 this inventory year and then I'll click apply. 688 00:36:43,540 --> 00:36:46,410 So it's gonna tell me it's null value, 689 00:36:46,410 --> 00:36:48,070 that means it's blank. 690 00:36:48,070 --> 00:36:51,810 So none of these rooms have been rolled to 2022. 691 00:36:51,810 --> 00:36:54,240 And then if you wanted to see 692 00:36:55,330 --> 00:36:59,070 which ones you still had to roll, 693 00:36:59,070 --> 00:37:03,270 you click this inventory, room detail tab. 694 00:37:03,270 --> 00:37:07,770 And that actually gives you a list 695 00:37:07,770 --> 00:37:09,200 of each one of those rooms 696 00:37:09,200 --> 00:37:13,080 that still needs to be rolled over to 2022. 697 00:37:13,080 --> 00:37:15,140 And sometimes you'll inventory the rooms 698 00:37:15,140 --> 00:37:16,430 and just forget to do that. 699 00:37:16,430 --> 00:37:20,060 I mean, we all have done it and it's just a matter 700 00:37:20,060 --> 00:37:21,950 of flipping that to 2022. 701 00:37:21,950 --> 00:37:26,253 That's a pretty common thing to happen. 702 00:37:27,450 --> 00:37:32,450 All right, and I think that's all I have to show. 703 00:37:33,770 --> 00:37:36,720 If there's any other questions, I can hand it back to Dawn. 704 00:37:41,910 --> 00:37:42,743 I'll stop. 705 00:37:42,743 --> 00:37:44,000 Oh, okay, I got it. 706 00:37:44,000 --> 00:37:44,833 All right. 707 00:37:49,380 --> 00:37:50,510 - [Dawn] I just had to get my other screen back up 708 00:37:50,510 --> 00:37:52,390 so I could unmute myself. 709 00:37:52,390 --> 00:37:54,380 All right, well, thank you, Mike. 710 00:37:54,380 --> 00:37:55,550 Let's get this moving again. 711 00:37:55,550 --> 00:37:56,510 There we go. 712 00:37:56,510 --> 00:38:01,200 Again, so we're gonna be focusing on the functionalization 713 00:38:01,200 --> 00:38:05,393 and the reason for that is that really informs 714 00:38:05,393 --> 00:38:08,270 the F&A negotiations we have 715 00:38:10,400 --> 00:38:13,260 and really focusing on facilities for that 716 00:38:13,260 --> 00:38:16,200 'cause F&A, for those of you who aren't familiar with it, 717 00:38:16,200 --> 00:38:19,770 F&A is facilities and administrative costs. 718 00:38:19,770 --> 00:38:24,160 And those are for costs that are incurred 719 00:38:24,160 --> 00:38:26,090 for common or joint objectives 720 00:38:26,090 --> 00:38:27,460 that really can't be identified 721 00:38:27,460 --> 00:38:29,880 to any particular sponsored projects. 722 00:38:29,880 --> 00:38:31,640 So I mean, the lights on the building 723 00:38:31,640 --> 00:38:36,640 and insurance allocation, or just regular like the steam 724 00:38:37,980 --> 00:38:41,100 to heat the buildings, that's all real cost 725 00:38:41,100 --> 00:38:42,981 to the university that are required 726 00:38:42,981 --> 00:38:46,570 in order to do organized research, for instance, 727 00:38:46,570 --> 00:38:48,570 and we are not gonna know how much is used 728 00:38:48,570 --> 00:38:51,990 for any one particular sponsored agreement. 729 00:38:51,990 --> 00:38:56,990 So we have a way of determining here are total costs, 730 00:38:57,220 --> 00:38:59,790 and then we allocate how much of those costs 731 00:38:59,790 --> 00:39:01,890 go to each building and then how much 732 00:39:01,890 --> 00:39:05,750 of those building costs go to each functional use. 733 00:39:05,750 --> 00:39:08,190 So how much does instruction cost? 734 00:39:08,190 --> 00:39:10,250 How much does organize research cost? 735 00:39:10,250 --> 00:39:12,590 And we use those allocation methods 736 00:39:12,590 --> 00:39:17,590 in order to negotiate our agreement with the feds. 737 00:39:18,120 --> 00:39:21,070 The administrative piece is capped at 26% 738 00:39:21,070 --> 00:39:23,960 regardless of how much general administration department, 739 00:39:23,960 --> 00:39:27,640 administration sponsored project, administration and so on 740 00:39:27,640 --> 00:39:31,960 is done at UVM to support the sponsored projects. 741 00:39:31,960 --> 00:39:36,550 And UVM, like every other institution across the country 742 00:39:36,550 --> 00:39:39,580 is over that 26% cap, but the feds don't care 743 00:39:39,580 --> 00:39:40,770 and they said, that's all you're gonna get. 744 00:39:40,770 --> 00:39:44,590 So we really need to focus on getting as accurate 745 00:39:44,590 --> 00:39:47,960 as we can with the facilities cost because it isn't capped. 746 00:39:47,960 --> 00:39:51,258 So what are the true costs to the university 747 00:39:51,258 --> 00:39:55,170 for facilities that we can recapture during 748 00:39:55,170 --> 00:39:57,310 our sponsored agreements? 749 00:39:57,310 --> 00:40:01,770 And I know we focus on the rates for sponsored projects, 750 00:40:01,770 --> 00:40:06,680 but we can't get that F&A rate without determining, 751 00:40:06,680 --> 00:40:08,530 well, how are all of our buildings used? 752 00:40:08,530 --> 00:40:13,530 So even our general and like central administrative units, 753 00:40:13,560 --> 00:40:17,520 it's really important to find out how you're using the space 754 00:40:17,520 --> 00:40:21,563 and it informs our negotiation process. 755 00:40:23,829 --> 00:40:25,040 I jumped ahead on this one. 756 00:40:25,040 --> 00:40:28,160 So our cost pools and under facilities 757 00:40:28,160 --> 00:40:32,143 and the uncapped areas, building depreciation, 758 00:40:34,010 --> 00:40:35,440 even though move equipment 759 00:40:35,440 --> 00:40:38,640 isn't part of the inventory process this year for you guys, 760 00:40:38,640 --> 00:40:40,900 movable equipment depreciation expenses 761 00:40:40,900 --> 00:40:42,810 is allocated accordingly, 762 00:40:42,810 --> 00:40:44,530 operation and maintenance expenses 763 00:40:44,530 --> 00:40:45,810 like I was talking about before 764 00:40:45,810 --> 00:40:48,180 and how much does it cost to get electricity 765 00:40:48,180 --> 00:40:49,640 and to heat the buildings, 766 00:40:49,640 --> 00:40:52,630 security costs for the buildings, et cetera. 767 00:40:52,630 --> 00:40:57,630 And the space survey, that is supported by the feds 768 00:41:00,970 --> 00:41:03,900 to be able to determine with sufficient detail 769 00:41:03,900 --> 00:41:08,330 how we've arrived at our rates when we review them 770 00:41:08,330 --> 00:41:10,433 with the cognizant federal agency. 771 00:41:13,600 --> 00:41:15,263 So really, what's the key principles 772 00:41:15,263 --> 00:41:17,290 around functionalizing space? 773 00:41:17,290 --> 00:41:20,590 And we really need to make sure how are functionalizing 774 00:41:20,590 --> 00:41:23,500 the room aligns with the activities in the room. 775 00:41:23,500 --> 00:41:27,907 And universities really talk about the space aligning 776 00:41:30,870 --> 00:41:32,580 with the space to base review. 777 00:41:32,580 --> 00:41:35,680 And so you need to figure out, 778 00:41:35,680 --> 00:41:38,661 how is the space used for the full fiscal year? 779 00:41:38,661 --> 00:41:41,367 And that's really what we're gonna dig into now. 780 00:41:43,600 --> 00:41:46,010 So what are the critical success factors 781 00:41:46,010 --> 00:41:48,060 in functionalizing space? 782 00:41:48,060 --> 00:41:50,720 So really having a firsthand knowledge 783 00:41:50,720 --> 00:41:54,180 of how the space was used during the fiscal year 784 00:41:54,180 --> 00:41:56,227 and then a knowledge of the occupants 785 00:41:56,227 --> 00:41:58,297 and their time in the room during the fiscal year. 786 00:41:58,297 --> 00:42:02,033 So you need to start with those two areas. 787 00:42:05,080 --> 00:42:07,270 So the first step is determining, 788 00:42:07,270 --> 00:42:10,020 so again, focusing on those first two bullet points, 789 00:42:10,020 --> 00:42:11,660 I put on the last slide. 790 00:42:11,660 --> 00:42:13,470 So the first step is to determine, 791 00:42:13,470 --> 00:42:16,590 who is using the space that you're looking at? 792 00:42:16,590 --> 00:42:20,890 And how do they anticipate using that space 793 00:42:20,890 --> 00:42:23,590 through the end of the fiscal year? 794 00:42:23,590 --> 00:42:26,310 You do need to include non-paid individuals, 795 00:42:26,310 --> 00:42:30,480 such as unfunded students and volunteers. 796 00:42:30,480 --> 00:42:31,990 The feds are very particular 797 00:42:31,990 --> 00:42:34,750 about that when they come for the negotiation 798 00:42:34,750 --> 00:42:37,340 and making sure that we've accounted for everybody 799 00:42:37,340 --> 00:42:39,920 who's using the space, even if they are not funded, 800 00:42:39,920 --> 00:42:41,796 because that's the use of the space, 801 00:42:41,796 --> 00:42:44,710 the feds aren't gonna say, 802 00:42:44,710 --> 00:42:47,420 all right, well, we'll pay for all of the space 803 00:42:47,420 --> 00:42:49,580 even though you have these unfunded people in here. 804 00:42:49,580 --> 00:42:52,160 So make sure you're accounting for those individuals, 805 00:42:52,160 --> 00:42:53,410 even if they're not paid. 806 00:42:55,320 --> 00:42:59,000 And if you feel you need to wait until we get closer 807 00:42:59,000 --> 00:43:00,560 to the deadline for certain spaces, 808 00:43:00,560 --> 00:43:03,820 'cause you know, the summer research component 809 00:43:03,820 --> 00:43:06,870 of the space impacts who's gonna be in there 810 00:43:06,870 --> 00:43:08,390 and how it's going to be used, 811 00:43:08,390 --> 00:43:10,606 or you have a new hire that hasn't been hired 812 00:43:10,606 --> 00:43:13,130 and you're not sure how they're gonna be funded, 813 00:43:13,130 --> 00:43:14,740 then hold off on those spaces. 814 00:43:14,740 --> 00:43:15,640 Like Michael Richard said, 815 00:43:15,640 --> 00:43:19,090 using that building room summary report 816 00:43:19,090 --> 00:43:20,690 and running that for all your spaces 817 00:43:20,690 --> 00:43:23,770 and going through those room by room 818 00:43:23,770 --> 00:43:26,320 and making your notes of what changes need to be made. 819 00:43:26,320 --> 00:43:28,710 And just note on there that a certain space 820 00:43:28,710 --> 00:43:30,620 needs to be revisited as we get closer 821 00:43:30,620 --> 00:43:31,790 to the end of the fiscal year 822 00:43:31,790 --> 00:43:34,430 so that you have more informed decision 823 00:43:34,430 --> 00:43:38,123 on how the space is gonna be used. 824 00:43:39,870 --> 00:43:42,970 And we'll go over some impacts of the telecommuting 825 00:43:43,920 --> 00:43:46,700 for units that do find themselves having a lot of people 826 00:43:46,700 --> 00:43:49,030 working from home now when we get a little later 827 00:43:49,030 --> 00:43:50,223 in the presentation. 828 00:43:52,330 --> 00:43:55,360 Again still, so go back to the critical success factor. 829 00:43:55,360 --> 00:43:57,960 So again, still needing to understand 830 00:43:57,960 --> 00:43:59,440 having firsthand knowledge of the space. 831 00:43:59,440 --> 00:44:03,400 So first we looked at step on of who was in the space 832 00:44:03,400 --> 00:44:05,250 and how much time are they in there. 833 00:44:05,250 --> 00:44:06,851 Now we're gonna talk about determining 834 00:44:06,851 --> 00:44:10,870 functional activities and the funding sources for those. 835 00:44:10,870 --> 00:44:13,080 So again, once you know, who's in the space, 836 00:44:13,080 --> 00:44:18,080 you need to determine what did those individuals 837 00:44:18,410 --> 00:44:19,810 actually do in the room. 838 00:44:19,810 --> 00:44:23,880 Whereas for central unit like payroll 839 00:44:24,920 --> 00:44:26,670 or even cost accounting services, 840 00:44:26,670 --> 00:44:28,960 you're really doing general administrative work 841 00:44:28,960 --> 00:44:30,990 and that's not really gonna change year to year, 842 00:44:30,990 --> 00:44:33,800 but your academic units, for instance, 843 00:44:33,800 --> 00:44:36,680 where you have various instruction 844 00:44:36,680 --> 00:44:40,060 or public service or organized research, 845 00:44:40,060 --> 00:44:43,810 you're gonna have people changing throughout the year 846 00:44:43,810 --> 00:44:46,800 or year to year, grants changing year to year. 847 00:44:46,800 --> 00:44:49,590 So really finding out the people 848 00:44:49,590 --> 00:44:51,630 that were in this particular room, 849 00:44:51,630 --> 00:44:53,087 how are they using that space? 850 00:44:53,087 --> 00:44:55,050 And you need to have those conversations 851 00:44:55,050 --> 00:44:57,150 in order to have that firsthand knowledge. 852 00:44:58,200 --> 00:45:01,060 So once you know how they use that space, 853 00:45:01,060 --> 00:45:03,020 for instance, oh, I was working on my grants. 854 00:45:03,020 --> 00:45:06,580 All right, well, we'll get the chartstrings 855 00:45:06,580 --> 00:45:09,910 for those grants that they were working on 856 00:45:09,910 --> 00:45:12,900 and look at the functional use code 857 00:45:12,900 --> 00:45:15,280 in the PeopleSoft chartstring. 858 00:45:15,280 --> 00:45:16,860 And that'll help you determine, 859 00:45:16,860 --> 00:45:18,133 was it organized research? 860 00:45:18,133 --> 00:45:21,560 Was it an instruction grant? 861 00:45:21,560 --> 00:45:24,940 So sponsored instruction public service. 862 00:45:24,940 --> 00:45:28,160 So the chartstrings are important, 863 00:45:28,160 --> 00:45:31,853 so the funding sources supporting that functional activity. 864 00:45:33,070 --> 00:45:34,800 And I have an important note here. 865 00:45:34,800 --> 00:45:39,800 So they have one occupant who uses three different rooms 866 00:45:39,800 --> 00:45:43,853 and is entered into FAMIS spaces three different times. 867 00:45:43,853 --> 00:45:46,500 Each of those spaces aren't necessarily gonna have 868 00:45:46,500 --> 00:45:48,430 the same functional use. 869 00:45:48,430 --> 00:45:51,200 For instance, in their office, 870 00:45:51,200 --> 00:45:54,270 they may have all of their activities in that space. 871 00:45:54,270 --> 00:45:58,430 They may even department administration. 872 00:45:58,430 --> 00:46:01,920 They might have instruction, 873 00:46:01,920 --> 00:46:04,640 they might have department research 874 00:46:04,640 --> 00:46:07,000 and they might even have organized research. 875 00:46:07,000 --> 00:46:11,233 But then when you go to a class laboratory, 876 00:46:12,330 --> 00:46:14,110 you're really only gonna have their instruction 877 00:46:14,110 --> 00:46:14,943 in that space. 878 00:46:14,943 --> 00:46:18,200 They're not gonna have organized research in a class lab. 879 00:46:18,200 --> 00:46:19,980 You're not gonna have department administration 880 00:46:19,980 --> 00:46:21,500 in a class lab. 881 00:46:21,500 --> 00:46:24,490 Same thing with a research or non-class laboratory. 882 00:46:24,490 --> 00:46:26,120 That's where your organized research 883 00:46:26,120 --> 00:46:28,470 or your department research is going to occur. 884 00:46:28,470 --> 00:46:30,060 You're not gonna have your instruction 885 00:46:30,060 --> 00:46:32,560 in a department non-class laboratory 886 00:46:32,560 --> 00:46:35,230 for professor for instance. 887 00:46:35,230 --> 00:46:40,230 So it isn't simply saying, one person's functional uses 888 00:46:41,680 --> 00:46:44,386 in all of the rooms, it's you really need to figure out 889 00:46:44,386 --> 00:46:47,700 what activity they are doing in each of the spaces 890 00:46:47,700 --> 00:46:49,630 they occupy, 'cause it will be different 891 00:46:49,630 --> 00:46:52,023 in each of the spaces typically. 892 00:46:54,790 --> 00:46:57,120 It's important to retain your documentation 893 00:46:57,120 --> 00:47:00,100 such as logs or room assignment lists, 894 00:47:00,100 --> 00:47:03,610 any entry review notes, because again, the feds come in 895 00:47:03,610 --> 00:47:06,900 for the negotiation, auditors will come in 896 00:47:06,900 --> 00:47:09,320 and review information. 897 00:47:09,320 --> 00:47:11,720 So we need to be able to go back to you 898 00:47:11,720 --> 00:47:15,230 and find out how you functionalize the space 899 00:47:15,230 --> 00:47:17,400 to be able to support what is in a space survey 900 00:47:17,400 --> 00:47:20,300 if we get asked. 901 00:47:20,300 --> 00:47:22,810 And this is actually true of any room's coded 902 00:47:22,810 --> 00:47:26,130 as 100% organized research because the feds 903 00:47:26,130 --> 00:47:28,533 will want to look at those spaces. 904 00:47:32,347 --> 00:47:35,740 If they find that, oh, well, we walk the space 905 00:47:35,740 --> 00:47:37,470 and we see you have some grad students 906 00:47:37,470 --> 00:47:39,490 in this space and they're doing homework, 907 00:47:39,490 --> 00:47:42,570 that part portion of their time in that room, 908 00:47:42,570 --> 00:47:45,240 even though that's not really what they are funded 909 00:47:45,240 --> 00:47:47,460 to do in that room, but they're using the room for that. 910 00:47:47,460 --> 00:47:50,390 So that's a caution with students in a room, 911 00:47:50,390 --> 00:47:51,680 grad students in particular, 912 00:47:51,680 --> 00:47:54,900 like find out how much time that they might be doing 913 00:47:54,900 --> 00:47:56,600 some instruction use of that room. 914 00:48:01,640 --> 00:48:03,970 In terms of resources. 915 00:48:03,970 --> 00:48:07,940 So again, we have the space functional use definitions, 916 00:48:07,940 --> 00:48:10,810 the space inventory user guide, 917 00:48:10,810 --> 00:48:14,593 that's a good guide just to use to, 918 00:48:15,730 --> 00:48:17,890 excuse, and includes the inventory checklist. 919 00:48:17,890 --> 00:48:21,610 And the checklist is a good list just to help you organize 920 00:48:21,610 --> 00:48:23,610 the whole process from start to finish, 921 00:48:23,610 --> 00:48:25,350 what reports should I run? 922 00:48:25,350 --> 00:48:27,210 What information should I run 923 00:48:27,210 --> 00:48:31,790 in order to get salary information and accounts 924 00:48:31,790 --> 00:48:35,670 and source or chartstrings for updating FAMIS. 925 00:48:35,670 --> 00:48:38,200 So that's a good checklist to review, 926 00:48:38,200 --> 00:48:40,900 it's at the end of the space inventory user guide. 927 00:48:40,900 --> 00:48:44,180 And again, the guide will walk you through all aspects, 928 00:48:44,180 --> 00:48:46,640 entering information into FAMIS, 929 00:48:46,640 --> 00:48:48,790 running your BI Publisher 930 00:48:48,790 --> 00:48:51,993 goes through this functionalization as well. 931 00:48:54,380 --> 00:48:56,460 Again, the functional use is updated 932 00:48:56,460 --> 00:48:58,980 on the functional use tab in FAMIS. 933 00:48:58,980 --> 00:49:01,600 So again, it will need to add up to 100% 934 00:49:01,600 --> 00:49:05,150 and the percentage breakdown is incredibly important 935 00:49:06,010 --> 00:49:06,870 on this tab. 936 00:49:06,870 --> 00:49:08,820 And so again, getting that firsthand knowledge 937 00:49:08,820 --> 00:49:13,820 of the occupants and how they use the space is important. 938 00:49:14,010 --> 00:49:15,703 And then the accounts, corresponding accounts 939 00:49:15,703 --> 00:49:19,223 will go into of the accounts tab as Michael Richard showed. 940 00:49:22,090 --> 00:49:27,090 We've gone through the FY21 space survey data in detail 941 00:49:28,400 --> 00:49:31,440 as we've been working on the F&A rate negotiation, 942 00:49:31,440 --> 00:49:33,323 or excuse me, the F&A rate proposal. 943 00:49:34,750 --> 00:49:39,640 And some observations that we found is that for PIs, 944 00:49:39,640 --> 00:49:41,730 so this is really your academic units 945 00:49:41,730 --> 00:49:44,633 that have research, 946 00:49:45,560 --> 00:49:46,740 excuse me, I shouldn't say research, 947 00:49:46,740 --> 00:49:48,810 have sponsored projects. 948 00:49:48,810 --> 00:49:51,570 You're gonna have a principal investigator 949 00:49:51,570 --> 00:49:53,730 and these need to be listed. 950 00:49:53,730 --> 00:49:55,100 The feds will come back to us and say, 951 00:49:55,100 --> 00:49:56,670 I wanna walk all the spaces 952 00:49:56,670 --> 00:49:59,960 that this particular principal investigator overseas. 953 00:49:59,960 --> 00:50:02,010 And if they're not listed in this report, 954 00:50:02,010 --> 00:50:03,610 we're missing some. 955 00:50:03,610 --> 00:50:06,750 And that could be very harmful to us as a university 956 00:50:06,750 --> 00:50:08,240 during our rate negotiations. 957 00:50:08,240 --> 00:50:11,410 So we are relying on everybody putting in 958 00:50:11,410 --> 00:50:16,323 their principal investigators which we refer to as PIs. 959 00:50:17,740 --> 00:50:20,370 We would also ask that the space coordinators be filled out. 960 00:50:20,370 --> 00:50:24,370 So you or even if you have another contact 961 00:50:24,370 --> 00:50:28,280 who is helping you with the space survey, 962 00:50:28,280 --> 00:50:29,920 you'd wanna put that person here 963 00:50:29,920 --> 00:50:32,320 so we know who to contact when the feds do come back 964 00:50:32,320 --> 00:50:33,923 and have questions for us. 965 00:50:36,530 --> 00:50:38,290 I see a question here. 966 00:50:38,290 --> 00:50:40,310 So Pat says, "Is it possible to get a report 967 00:50:40,310 --> 00:50:43,780 that shows all employees in a department for a fiscal year, 968 00:50:43,780 --> 00:50:46,531 including those who are no longer active?" 969 00:50:46,531 --> 00:50:51,531 Yes, so Pat, if you go to the checklist 970 00:50:54,910 --> 00:50:55,940 that is addressed in there, 971 00:50:55,940 --> 00:50:57,480 I think it actually just references you 972 00:50:57,480 --> 00:51:00,233 to go to your HR rep individual, 973 00:51:03,600 --> 00:51:05,100 they should be able to have that. 974 00:51:05,100 --> 00:51:06,743 But you should also have, 975 00:51:10,130 --> 00:51:12,840 given if you were to run pay and dist 976 00:51:12,840 --> 00:51:15,070 for just your department number, 977 00:51:15,070 --> 00:51:17,870 that might give you the list you're looking for as well. 978 00:51:21,828 --> 00:51:23,800 Back to the observations. 979 00:51:23,800 --> 00:51:28,800 So then we had a lot more labs or rooms listed 980 00:51:29,790 --> 00:51:32,810 as 100% organized research that were not accurate. 981 00:51:32,810 --> 00:51:35,033 So when we really dug down into the detail, 982 00:51:35,869 --> 00:51:39,360 that 100% could not be supported 983 00:51:39,360 --> 00:51:41,470 and we would be in a lot of trouble 984 00:51:41,470 --> 00:51:44,040 if we had left that there 985 00:51:44,040 --> 00:51:46,810 for the federal rate negotiation process. 986 00:51:46,810 --> 00:51:49,610 So please be very careful in making sure 987 00:51:49,610 --> 00:51:52,210 when you do list something as 100% organized research 988 00:51:52,210 --> 00:51:56,516 that you have firm documentation that supports that. 989 00:51:56,516 --> 00:51:59,770 And that's to say you can have it, it definitely does occur. 990 00:51:59,770 --> 00:52:03,390 But they are pretty rare and you wanna be 100% sure 991 00:52:03,390 --> 00:52:06,027 that there's no unfunded students, 992 00:52:06,027 --> 00:52:09,610 unfunded individuals in there at all, 993 00:52:09,610 --> 00:52:11,990 and that students aren't using it 994 00:52:11,990 --> 00:52:14,623 for some research or lab instruction time. 995 00:52:17,230 --> 00:52:18,090 Oh, I have another question. 996 00:52:18,090 --> 00:52:21,610 Is there an HR summary query to see all employees 997 00:52:21,610 --> 00:52:22,443 at a department? 998 00:52:22,443 --> 00:52:26,743 No, I'm not aware of an HR summary query. 999 00:52:28,270 --> 00:52:31,620 Other than like I said, the pay and dist 1000 00:52:31,620 --> 00:52:34,320 and just running that for your department, 1001 00:52:34,320 --> 00:52:37,690 maybe just doing a pivot table to just get 1002 00:52:37,690 --> 00:52:42,690 the list of names of the individuals and their employee ID, 1003 00:52:43,640 --> 00:52:45,300 if that's helpful. 1004 00:52:45,300 --> 00:52:48,480 But I believe everybody should have a contact in HR 1005 00:52:48,480 --> 00:52:51,380 who could run a list as well. 1006 00:52:51,380 --> 00:52:55,097 I can, let me see if I can, here. 1007 00:53:05,121 --> 00:53:09,454 I wanna see how we worded it in the space inventory. 1008 00:53:22,550 --> 00:53:23,690 Yeah, so your HR present. 1009 00:53:23,690 --> 00:53:25,270 So I think this might have been more for 1010 00:53:25,270 --> 00:53:29,610 if you aren't able to parent just on your own, 1011 00:53:29,610 --> 00:53:32,250 that you might have somebody in your department 1012 00:53:32,250 --> 00:53:34,160 that needs to run that for you. 1013 00:53:34,160 --> 00:53:35,730 'Cause that that's also the case too. 1014 00:53:35,730 --> 00:53:38,710 So you have some people who are responsible 1015 00:53:38,710 --> 00:53:42,520 for overseeing the space inventory, 1016 00:53:42,520 --> 00:53:44,930 but they aren't necessarily the person 1017 00:53:44,930 --> 00:53:46,440 who has access in PeopleSoft. 1018 00:53:46,440 --> 00:53:49,003 So I think that's really what we meant by this. 1019 00:53:50,170 --> 00:53:55,170 So I would say though that the pay and dist 1020 00:53:55,870 --> 00:53:57,173 is probably the way to go. 1021 00:53:59,235 --> 00:54:01,837 Oh my God, once again, I need to rearrange things. 1022 00:54:01,837 --> 00:54:03,463 Now I took that off. 1023 00:54:05,280 --> 00:54:09,050 And then the other thing that we saw that some lab, 1024 00:54:09,050 --> 00:54:14,050 oh, so lab service rooms included occupants and accounts, 1025 00:54:14,130 --> 00:54:16,050 even though they're functionalized based 1026 00:54:16,050 --> 00:54:17,000 on the labs it serves. 1027 00:54:17,000 --> 00:54:18,120 And we wanna save you guys time. 1028 00:54:18,120 --> 00:54:21,210 So if you're putting in a note that says 1029 00:54:21,210 --> 00:54:24,640 that this lab serves, or excuse me, 1030 00:54:24,640 --> 00:54:28,815 this lab service room is functionalized based on labs, 1031 00:54:28,815 --> 00:54:33,815 100 labs, 102 and 103, then we would refer to those labs 1032 00:54:36,670 --> 00:54:38,437 and look at their functional, 1033 00:54:38,437 --> 00:54:43,437 you break down those occupants and those accounts. 1034 00:54:43,480 --> 00:54:45,550 So you wouldn't need to put in your occupants 1035 00:54:45,550 --> 00:54:47,750 in your accounts, into the lab service rooms, 1036 00:54:47,750 --> 00:54:50,220 as long as it's functionalized based on those labs 1037 00:54:50,220 --> 00:54:52,000 you listed in the comment. 1038 00:54:52,000 --> 00:54:55,300 I think that maybe people are getting 1039 00:54:55,300 --> 00:54:57,584 to putting in the occupants and the accounts 1040 00:54:57,584 --> 00:54:59,160 and taking the time to do that 1041 00:54:59,160 --> 00:55:02,030 because of the functional use exceptions report. 1042 00:55:02,030 --> 00:55:03,090 So I did wanna make that clear 1043 00:55:03,090 --> 00:55:04,980 that you don't have to include occupants 1044 00:55:04,980 --> 00:55:08,660 in accounts if you are getting, and that will result 1045 00:55:08,660 --> 00:55:10,860 in you getting a functional use exception 1046 00:55:10,860 --> 00:55:13,050 because you're gonna be missing accounts. 1047 00:55:13,050 --> 00:55:14,720 So as long as you're putting in that comment 1048 00:55:14,720 --> 00:55:18,380 of which lab it serves, then your lab service room 1049 00:55:18,380 --> 00:55:21,190 can have that exception, but note that when you submit it 1050 00:55:21,190 --> 00:55:22,363 to cost accounting. 1051 00:55:23,600 --> 00:55:25,540 So save yourself some time there. 1052 00:55:25,540 --> 00:55:26,710 And then we continue to still see 1053 00:55:26,710 --> 00:55:31,710 some academic department administration space coded as 56, 1054 00:55:32,010 --> 00:55:36,550 instead of was used for general administrative space 1055 00:55:36,550 --> 00:55:37,420 and vice versa. 1056 00:55:37,420 --> 00:55:42,373 So just really looking at your functional use resources 1057 00:55:45,090 --> 00:55:47,730 and looking at well, what is really the definition 1058 00:55:47,730 --> 00:55:51,260 of department administration versus general administration? 1059 00:55:51,260 --> 00:55:54,910 So general administration is really like our central unit, 1060 00:55:54,910 --> 00:55:58,430 say cost accounting, planning, design, construction, 1061 00:55:58,430 --> 00:56:01,477 payroll, HR, whereas department administration 1062 00:56:01,477 --> 00:56:03,683 is more of your academic units. 1063 00:56:06,248 --> 00:56:08,170 Just a reminder for FY22. 1064 00:56:08,170 --> 00:56:11,660 Again, last year was the first year we broke down 1065 00:56:11,660 --> 00:56:14,800 department research and instruction. 1066 00:56:14,800 --> 00:56:19,420 And so department research is space function code 11, 1067 00:56:19,420 --> 00:56:21,920 and your chartstrings are gonna have a function code 1068 00:56:21,920 --> 00:56:23,560 of 291. 1069 00:56:23,560 --> 00:56:26,450 And so you do need to make sure that you're reviewing, 1070 00:56:26,450 --> 00:56:29,690 especially if you don't recall this being a focus last year, 1071 00:56:29,690 --> 00:56:30,830 when you're doing your space survey, 1072 00:56:30,830 --> 00:56:35,010 that anything with a previous codes of function, 1073 00:56:35,010 --> 00:56:40,010 code 10 in FAMIS, which used to be instruction 1074 00:56:40,194 --> 00:56:43,080 and department research to do a review 1075 00:56:43,080 --> 00:56:45,023 to break those two pieces out. 1076 00:56:46,510 --> 00:56:48,900 Accounts will need to be entered for 291 1077 00:56:48,900 --> 00:56:52,000 on the accounts tab, but only if you have organized research 1078 00:56:52,000 --> 00:56:56,210 or VCHIP functional use in that space. 1079 00:56:56,210 --> 00:56:58,990 If the only thing occurring in that space, for instance, 1080 00:56:58,990 --> 00:57:00,960 is department research for 291, 1081 00:57:00,960 --> 00:57:04,280 you don't need to spend the time entering in this space, 1082 00:57:04,280 --> 00:57:05,623 or the accounts. 1083 00:57:08,522 --> 00:57:10,609 And there is a one white check. 1084 00:57:10,609 --> 00:57:14,916 So if you do put in a 291 into the accounts tab, 1085 00:57:14,916 --> 00:57:17,633 it will look to see that you put space function code 11 1086 00:57:17,633 --> 00:57:19,228 into the functional use. 1087 00:57:19,228 --> 00:57:21,300 But that one is just a one way check, 1088 00:57:21,300 --> 00:57:24,295 'cause again, you can put in space function code 11 1089 00:57:24,295 --> 00:57:27,123 and you don't need to put in any accounts. 1090 00:57:29,091 --> 00:57:31,260 This is your accounts tab. 1091 00:57:31,260 --> 00:57:34,770 And so this chart up here is really to summarize 1092 00:57:36,373 --> 00:57:37,990 what chart of accounts you do need. 1093 00:57:37,990 --> 00:57:41,150 So I'll just do a couple to explain it 1094 00:57:41,150 --> 00:57:43,240 what it's trying to show you here. 1095 00:57:43,240 --> 00:57:47,790 So for organized research in the PeopleSoft chartstring, 1096 00:57:47,790 --> 00:57:50,960 you're gonna have these four function codes. 1097 00:57:50,960 --> 00:57:52,990 And if you have those four function codes 1098 00:57:52,990 --> 00:57:54,600 supporting the room, 1099 00:57:54,600 --> 00:57:57,690 you're gonna put in a space functional use code of 22 1100 00:57:57,690 --> 00:57:59,540 for organized research. 1101 00:57:59,540 --> 00:58:04,020 And so this one has a two way exception look. 1102 00:58:04,020 --> 00:58:08,120 And so if you have space functional use code 22, 1103 00:58:08,120 --> 00:58:11,890 the system, and so that would be in the functional use tab. 1104 00:58:11,890 --> 00:58:14,160 And then the system is going to say, 1105 00:58:14,160 --> 00:58:15,800 all right, well, if this is what you put in 1106 00:58:15,800 --> 00:58:19,580 for functional use code, it's gonna expect to see 1107 00:58:19,580 --> 00:58:23,440 at least one entry in the accounts tab down here 1108 00:58:23,440 --> 00:58:26,450 with these chartstring function codes, 1109 00:58:26,450 --> 00:58:29,610 and the same is true going the other direction. 1110 00:58:29,610 --> 00:58:32,140 So if you put in any account codes 1111 00:58:32,140 --> 00:58:35,350 or yeah, account codes with chartstring function 1112 00:58:35,350 --> 00:58:38,540 of 311, for instance, it's gonna then say, 1113 00:58:38,540 --> 00:58:41,520 well, do you have a function code 22 1114 00:58:41,520 --> 00:58:44,000 on the functional use tab? 1115 00:58:44,000 --> 00:58:47,930 And if those aren't in line, if those don't match, 1116 00:58:47,930 --> 00:58:50,830 then you are going to get an exception on your report. 1117 00:58:50,830 --> 00:58:52,570 And that's when you'd have to go back in 1118 00:58:52,570 --> 00:58:54,730 and correct that issue. 1119 00:58:54,730 --> 00:58:57,770 So whether it's needing to update the functional use 1120 00:58:57,770 --> 00:59:02,770 for the missing 22 code, or you accidentally left 1121 00:59:03,080 --> 00:59:04,920 in an organized research chartstring 1122 00:59:04,920 --> 00:59:07,810 that should have been taken out, you'd make that adjustment. 1123 00:59:07,810 --> 00:59:10,253 Whichever adjustment is the correct one. 1124 00:59:11,150 --> 00:59:12,873 So going down here with VCHIP, 1125 00:59:14,800 --> 00:59:18,290 VCHIP is signified by this program code of 0601. 1126 00:59:20,370 --> 00:59:22,990 So if you have an account with this in it, 1127 00:59:22,990 --> 00:59:23,987 it would go to the functional use tab 1128 00:59:23,987 --> 00:59:28,987 and it would expect to see space functional use code 24 1129 00:59:30,020 --> 00:59:31,380 and vice versa. 1130 00:59:31,380 --> 00:59:34,060 If you put in 24, it expects that you have an account code 1131 00:59:34,060 --> 00:59:36,403 of 0601. 1132 00:59:37,770 --> 00:59:41,210 And if you have either of these two organized research 1133 00:59:41,210 --> 00:59:44,860 in VCHIP, the top two here, you do need to enter in 1134 00:59:44,860 --> 00:59:46,627 all of your chartstrings. 1135 00:59:48,170 --> 00:59:50,290 That helps us when we're doing our QA 1136 00:59:50,290 --> 00:59:53,890 and supporting our rate negotiation with the feds. 1137 00:59:53,890 --> 00:59:55,610 So we do need to have an understanding 1138 00:59:55,610 --> 00:59:58,140 of all activities going on in those rooms. 1139 00:59:58,140 --> 01:00:00,120 And we do a deep dive of those chartstrings. 1140 01:00:00,120 --> 01:00:02,170 So we do need to have everything entered. 1141 01:00:04,260 --> 01:00:08,170 The ones below that, experiment station, 1142 01:00:08,170 --> 01:00:11,090 public service extension, et cetera, 1143 01:00:11,090 --> 01:00:13,640 each of these, again, these are gonna be checks 1144 01:00:15,563 --> 01:00:18,340 that it goes both ways, but you don't need to fill in 1145 01:00:18,340 --> 01:00:21,110 every chartstring supporting that room. 1146 01:00:21,110 --> 01:00:22,930 If these are the only ones you have, 1147 01:00:22,930 --> 01:00:25,480 like if you could have experiment station 1148 01:00:25,480 --> 01:00:30,480 but you could also have department admin, for instance, 1149 01:00:31,130 --> 01:00:32,490 you wouldn't need to go put in 1150 01:00:32,490 --> 01:00:35,383 your department admin chartstring. 1151 01:00:37,576 --> 01:00:41,160 And so I do spell that out here. 1152 01:00:43,130 --> 01:00:46,760 This chart is pretty succinct, is smaller, 1153 01:00:46,760 --> 01:00:49,710 it's easier to see, but people aren't necessarily clear 1154 01:00:49,710 --> 01:00:50,630 on what I was trying to say. 1155 01:00:50,630 --> 01:00:53,640 So I wanted to explain it both there 1156 01:00:53,640 --> 01:00:55,860 and in these next two slides. 1157 01:00:55,860 --> 01:00:57,180 So again, organized research, 1158 01:00:57,180 --> 01:01:01,390 you have the PeopleSoft function codes of these four here 1159 01:01:01,390 --> 01:01:03,220 and you need to enter all chartstrings. 1160 01:01:03,220 --> 01:01:05,540 Again, VCHIP, you have the program code 1161 01:01:05,540 --> 01:01:07,250 in the PeopleSoft chartstring 1162 01:01:07,250 --> 01:01:09,587 and need to enter in all chartstrings. 1163 01:01:10,520 --> 01:01:12,950 Just again, a reminder for department research, 1164 01:01:12,950 --> 01:01:16,893 which is the new function code 291 as of last fiscal year. 1165 01:01:17,820 --> 01:01:22,820 And you'd have space functional use code of 11, 1166 01:01:23,230 --> 01:01:26,140 but you only need to enter in this chartstring, 1167 01:01:26,140 --> 01:01:29,120 if you have organized research or VCHIP in that space, 1168 01:01:29,120 --> 01:01:31,305 if you don't, then don't worry about entering in 1169 01:01:31,305 --> 01:01:32,963 the chartstring. 1170 01:01:34,080 --> 01:01:36,910 Experiment station will have these PeopleSoft function codes 1171 01:01:36,910 --> 01:01:39,760 and you don't may need to enter in experiment station 1172 01:01:39,760 --> 01:01:42,494 if that's occurring in the space. 1173 01:01:42,494 --> 01:01:45,720 And again, each of these income expense 1174 01:01:45,720 --> 01:01:49,330 instruction funded space, and this is sponsored instruction 1175 01:01:49,330 --> 01:01:53,330 or sponsored public service, which are these function codes, 1176 01:01:53,330 --> 01:01:55,523 you'd need to enter in those chartstrings. 1177 01:01:55,523 --> 01:01:57,380 Same thing with extension research 1178 01:01:57,380 --> 01:02:00,180 and extension service funded space, 1179 01:02:00,180 --> 01:02:01,563 you'd put in those chartstrings. 1180 01:02:01,563 --> 01:02:03,970 And really the remaining spaces don't need 1181 01:02:03,970 --> 01:02:04,920 a chartstring at all. 1182 01:02:04,920 --> 01:02:06,370 So you don't need to worry about entering it, 1183 01:02:06,370 --> 01:02:08,540 if it's like libraries, general administration, 1184 01:02:08,540 --> 01:02:10,590 department administration, student administration, 1185 01:02:10,590 --> 01:02:11,423 and so on. 1186 01:02:11,423 --> 01:02:15,230 So if it wasn't listed in, I'm gonna go backwards, 1187 01:02:15,230 --> 01:02:19,150 if it wasn't listed above here in this tab, 1188 01:02:19,150 --> 01:02:22,213 or excuse me, this slide, or again, up here, 1189 01:02:22,213 --> 01:02:23,730 this is summarizing it here. 1190 01:02:23,730 --> 01:02:26,057 If it's not listed there, you don't need to spend the time 1191 01:02:26,057 --> 01:02:27,400 filling in your chartstring. 1192 01:02:27,400 --> 01:02:28,853 So save yourself that time. 1193 01:02:30,980 --> 01:02:32,690 We're gonna start going over some examples 1194 01:02:32,690 --> 01:02:34,308 of how to functionalize your spaces. 1195 01:02:34,308 --> 01:02:36,850 We're gonna, I felt like this year we would have 1196 01:02:36,850 --> 01:02:38,437 a big focus on inactive areas. 1197 01:02:38,437 --> 01:02:41,000 So I wanted to bring those 1198 01:02:41,000 --> 01:02:44,620 to the beginning of the discussion this year. 1199 01:02:44,620 --> 01:02:47,530 So for this example, we have a room that was active 1200 01:02:47,530 --> 01:02:49,363 for five months of the year. 1201 01:02:50,290 --> 01:02:52,690 Four months was used for organized research 1202 01:02:52,690 --> 01:02:55,460 and one month was used for department research. 1203 01:02:55,460 --> 01:02:58,740 So we really only wanna focus on the part of the year 1204 01:02:58,740 --> 01:03:00,530 the space was actually used. 1205 01:03:00,530 --> 01:03:03,050 And we don't really worry about the time it wasn't used. 1206 01:03:03,050 --> 01:03:06,440 So of the five months, how did it get used 1207 01:03:06,440 --> 01:03:07,380 and what was the breakdown? 1208 01:03:07,380 --> 01:03:11,730 So we had four months out of the five or 80% of the time, 1209 01:03:11,730 --> 01:03:15,410 it was organized research and one month of the five 1210 01:03:15,410 --> 01:03:19,230 or 20%, it was department research. 1211 01:03:19,230 --> 01:03:22,590 And so that's how the breakdown would be done 1212 01:03:22,590 --> 01:03:24,653 for functional use of that space. 1213 01:03:28,180 --> 01:03:29,500 So the question came up earlier, 1214 01:03:29,500 --> 01:03:32,240 if a room is inactive for all 12 months of the fiscal year 1215 01:03:32,240 --> 01:03:34,110 with no individuals assigned to this space 1216 01:03:34,110 --> 01:03:37,270 for any portion of the fiscal year, in that case, 1217 01:03:37,270 --> 01:03:40,060 you would functionalize this space as inactive 1218 01:03:40,060 --> 01:03:42,893 and that's function code 81. 1219 01:03:45,070 --> 01:03:48,810 And just again, to reiterate that this function code 1220 01:03:48,810 --> 01:03:53,060 should not be used if it was used for any portion 1221 01:03:53,060 --> 01:03:54,990 of the year, this is only inactive 1222 01:03:54,990 --> 01:03:59,810 and it takes it out of the rate negotiation 1223 01:03:59,810 --> 01:04:01,913 when it's inactive for the entire year. 1224 01:04:04,360 --> 01:04:06,860 So this example brings in telecommute 1225 01:04:06,860 --> 01:04:09,010 or telecommuting to the discussion. 1226 01:04:09,010 --> 01:04:11,860 So an occupant in an office is a staff member 1227 01:04:11,860 --> 01:04:14,970 whose one activity in the room is to provide 1228 01:04:14,970 --> 01:04:17,740 departmental administrative support. 1229 01:04:17,740 --> 01:04:20,400 The occupant salary is funded by one chartstring 1230 01:04:20,400 --> 01:04:22,403 with a function code of 501. 1231 01:04:23,730 --> 01:04:25,950 This particular occupant used this space 1232 01:04:25,950 --> 01:04:28,610 for two days a week for six months 1233 01:04:28,610 --> 01:04:31,350 and then later on was fully approved for remote work 1234 01:04:31,350 --> 01:04:33,980 for the remaining six months and no occupants 1235 01:04:33,980 --> 01:04:37,660 were assigned to their room for that remaining six months. 1236 01:04:37,660 --> 01:04:40,740 So really it was used six months of the year, 1237 01:04:40,740 --> 01:04:42,170 but it was only used for two days, 1238 01:04:42,170 --> 01:04:44,423 but really how was it used when it was, 1239 01:04:46,561 --> 01:04:49,270 or what was the functional use of the room when it was used? 1240 01:04:49,270 --> 01:04:50,610 And that's really what you wanna focus on, 1241 01:04:50,610 --> 01:04:53,200 how was it used when it was used? 1242 01:04:53,200 --> 01:04:57,090 And so in this case, you have one activity in the space 1243 01:04:57,090 --> 01:04:59,620 with function code 501. 1244 01:04:59,620 --> 01:05:01,040 And again, if you were to look 1245 01:05:01,040 --> 01:05:05,050 at the functional use definitions, that function code 1246 01:05:05,050 --> 01:05:10,050 aligns with space code 56 for department administration, 1247 01:05:10,530 --> 01:05:13,303 and it would be assigned for 100% of the room. 1248 01:05:14,770 --> 01:05:16,673 So there's been conversations of, 1249 01:05:16,673 --> 01:05:19,790 all right, well now we have people working remote 1250 01:05:19,790 --> 01:05:21,990 two days a week and so two people are sharing a space. 1251 01:05:21,990 --> 01:05:23,380 How do we handle that? 1252 01:05:23,380 --> 01:05:26,070 In that case, you would list both occupants 1253 01:05:26,070 --> 01:05:29,400 and you would have a conversation 1254 01:05:29,400 --> 01:05:32,130 of how are they each using it when they use it 1255 01:05:32,130 --> 01:05:35,950 and weight the functionalization accordingly 1256 01:05:35,950 --> 01:05:39,133 based on how they each use it when they use it. 1257 01:05:44,365 --> 01:05:47,130 All right, so before I move on, 1258 01:05:47,130 --> 01:05:50,300 is there any other telecommuting questions 1259 01:05:50,300 --> 01:05:53,983 that people had they that wanted to address? 1260 01:05:57,020 --> 01:05:58,060 All right, I'm not seeing any, 1261 01:05:58,060 --> 01:06:00,993 but if any come up, let us know and we can reach out, 1262 01:06:02,060 --> 01:06:03,410 I could follow up with you. 1263 01:06:05,360 --> 01:06:07,640 Moving on to income expense. 1264 01:06:07,640 --> 01:06:10,030 So in this example, we have one room occupant 1265 01:06:10,030 --> 01:06:12,190 as a staff member who's one activity in the room 1266 01:06:12,190 --> 01:06:14,340 is to provide income expense. 1267 01:06:14,340 --> 01:06:17,440 The occupant's salary is funded by two chartstrings. 1268 01:06:17,440 --> 01:06:22,290 So chartstring number one has a fund value of 150 1269 01:06:22,290 --> 01:06:26,290 for your income expense and the second chartstring 1270 01:06:26,290 --> 01:06:30,780 has a chart field value fund 100 and function 201, 1271 01:06:30,780 --> 01:06:32,193 which is instruction. 1272 01:06:33,360 --> 01:06:38,157 So in this example, the only activity 1273 01:06:39,010 --> 01:06:43,720 that's going on in the room is the income expense. 1274 01:06:43,720 --> 01:06:45,160 Even though this individual is funded 1275 01:06:45,160 --> 01:06:47,210 by two different chartstrings, 1276 01:06:47,210 --> 01:06:49,760 the only activity this person does in this space 1277 01:06:49,760 --> 01:06:51,210 is income expense. 1278 01:06:51,210 --> 01:06:54,020 So you're only gonna focus on number one, 1279 01:06:54,020 --> 01:06:55,133 the chartstring number one, 1280 01:06:55,133 --> 01:06:59,480 and you will assign the auxiliary space code 50 1281 01:07:00,420 --> 01:07:02,620 for 100% of that room use. 1282 01:07:02,620 --> 01:07:07,620 And unless this person's instruction time is done remotely, 1283 01:07:11,237 --> 01:07:13,150 you would expect that this person 1284 01:07:13,150 --> 01:07:15,100 would have at least one other space 1285 01:07:15,100 --> 01:07:19,737 that they'd be assigned to given the fact that faculty 1286 01:07:21,060 --> 01:07:24,150 aren't doing instruction remotely, 1287 01:07:24,150 --> 01:07:27,080 you'd expect to see probably this person listed 1288 01:07:27,080 --> 01:07:30,140 in a classroom and likely in office as well. 1289 01:07:30,140 --> 01:07:32,790 So this person may be listed again in three different spaces 1290 01:07:32,790 --> 01:07:35,640 like I mentioned earlier in the presentation, 1291 01:07:35,640 --> 01:07:38,650 but the only thing that this one person is doing 1292 01:07:38,650 --> 01:07:41,410 in the income expense space is income expense. 1293 01:07:41,410 --> 01:07:44,513 So you wouldn't put instruction in that space as well. 1294 01:07:46,090 --> 01:07:48,610 Again, focusing on who was in the space 1295 01:07:48,610 --> 01:07:51,240 and how did they use it for the time period 1296 01:07:51,240 --> 01:07:52,423 they were using it. 1297 01:07:54,775 --> 01:07:57,083 I had another one. 1298 01:07:58,500 --> 01:08:00,610 For non-institutional agencies. 1299 01:08:00,610 --> 01:08:04,180 So this is when you have a non-paid individual 1300 01:08:04,180 --> 01:08:06,200 using the space. 1301 01:08:06,200 --> 01:08:08,380 We need to account for that. 1302 01:08:08,380 --> 01:08:11,100 And there's various reporting that gets done for this. 1303 01:08:11,100 --> 01:08:15,530 And so the space survey informs us on how to respond 1304 01:08:15,530 --> 01:08:18,880 to those, which it can impact our bond usage 1305 01:08:18,880 --> 01:08:22,637 of finance buildings and various 1306 01:08:24,180 --> 01:08:25,770 different reporting capabilities. 1307 01:08:25,770 --> 01:08:28,610 So in this example, you have a non-paid UVM 1308 01:08:28,610 --> 01:08:31,770 visiting professor who uses a UVM research space 1309 01:08:31,770 --> 01:08:33,870 or research lab to collaborate 1310 01:08:33,870 --> 01:08:38,870 with one UVM researcher during the fiscal year. 1311 01:08:39,150 --> 01:08:42,823 The two occupants share the lab equally during the year. 1312 01:08:43,850 --> 01:08:46,670 In this case, we're really focusing on the fact that 1313 01:08:46,670 --> 01:08:50,630 for 50% of that space usage, we're gonna list it 1314 01:08:50,630 --> 01:08:55,630 as non-institutional agency for space code 72 1315 01:08:55,810 --> 01:08:59,630 for this non paid individual. 1316 01:08:59,630 --> 01:09:02,950 And we'll assume that we did the review, 1317 01:09:02,950 --> 01:09:06,040 that the UVM researcher was 100% paid 1318 01:09:06,040 --> 01:09:08,670 from organized research and that was the only thing going on 1319 01:09:08,670 --> 01:09:09,503 in this room. 1320 01:09:09,503 --> 01:09:12,390 But the main point is here, the non-institutional agency, 1321 01:09:12,390 --> 01:09:15,860 when you have somebody who's a non UVM employee 1322 01:09:18,230 --> 01:09:19,233 using the space. 1323 01:09:20,513 --> 01:09:22,743 Gonna take a sip of water. 1324 01:09:25,650 --> 01:09:27,540 Excuse me. 1325 01:09:27,540 --> 01:09:29,380 The next couple are gonna be really focused 1326 01:09:29,380 --> 01:09:33,810 on your academic areas that have research. 1327 01:09:33,810 --> 01:09:37,610 So I think I have three or so more examples 1328 01:09:37,610 --> 01:09:39,380 to go through that are gonna be specific 1329 01:09:39,380 --> 01:09:43,823 toward lab spaces and to support that work. 1330 01:09:45,100 --> 01:09:48,250 So for a research lab space, we have two occupants 1331 01:09:48,250 --> 01:09:49,083 in the lab. 1332 01:09:49,083 --> 01:09:53,200 Occupant number one uses the lab 40 hours per week, 1333 01:09:53,200 --> 01:09:55,373 and is paid by organized research. 1334 01:09:56,520 --> 01:10:00,210 The second occupant uses the lab 20 hours per week, 1335 01:10:00,210 --> 01:10:02,313 and is paid by department research. 1336 01:10:04,438 --> 01:10:08,220 So in this example, you can look at the lab 1337 01:10:08,220 --> 01:10:10,280 of how many hours is the lab being used. 1338 01:10:10,280 --> 01:10:14,020 And so a total of 60, and for 2/3 of that, 1339 01:10:14,020 --> 01:10:15,890 it's gonna be organized research and excuse me, 1340 01:10:15,890 --> 01:10:18,690 1/3 of that is department research. 1341 01:10:18,690 --> 01:10:21,010 So that's one way to functionalize it. 1342 01:10:21,010 --> 01:10:24,568 And again, document how you came up to that conclusion, 1343 01:10:24,568 --> 01:10:27,350 and you would functionalize the space 1344 01:10:27,350 --> 01:10:29,430 on the space functional use tab 1345 01:10:29,430 --> 01:10:33,990 and FAMIS as 67% organized research, 1346 01:10:33,990 --> 01:10:35,630 which is space code function 22 1347 01:10:36,500 --> 01:10:40,770 and 33% department research space code function 11 1348 01:10:40,770 --> 01:10:41,797 in that case. 1349 01:10:43,257 --> 01:10:45,740 And this was your lab space. 1350 01:10:45,740 --> 01:10:48,270 Again, both labs and labs service rooms 1351 01:10:48,270 --> 01:10:50,946 should have your principal investigators 1352 01:10:50,946 --> 01:10:54,382 assigned to them as well like I mentioned earlier, 1353 01:10:54,382 --> 01:10:57,160 and we're gonna look at a lab service room now. 1354 01:10:57,160 --> 01:11:01,663 So the functional classification follows the labs it serves. 1355 01:11:03,140 --> 01:11:06,120 And in this case, it serves multiple labs. 1356 01:11:06,120 --> 01:11:09,460 The first lab is 100% department research 1357 01:11:09,460 --> 01:11:10,803 and it's 100 square feet. 1358 01:11:12,319 --> 01:11:15,120 And the second lab is 100% organized research 1359 01:11:15,120 --> 01:11:17,970 for sake of argument in this example. 1360 01:11:17,970 --> 01:11:19,823 And that one is 200 square feet. 1361 01:11:21,650 --> 01:11:25,810 And so similar to the hourly method we looked at earlier 1362 01:11:25,810 --> 01:11:29,210 of who was using the space, this is a square footage method. 1363 01:11:29,210 --> 01:11:34,130 So this lab serves two, excuse me, this lab service room 1364 01:11:34,130 --> 01:11:39,060 serves two labs that total 300 square feet. 1365 01:11:39,060 --> 01:11:41,905 Well, 1/3 of that is department research, 1366 01:11:41,905 --> 01:11:43,407 as we see here for the first lab 1367 01:11:43,407 --> 01:11:48,400 and the second lab is 2/3 of the space that it serves 1368 01:11:48,400 --> 01:11:50,210 and that one is organized research. 1369 01:11:50,210 --> 01:11:54,517 And so you would functionalize the space functional use tab 1370 01:11:54,517 --> 01:11:57,880 and FAMIS is with this breakdown here. 1371 01:11:57,880 --> 01:12:00,786 But again, you don't need to go in and fill the occupants 1372 01:12:00,786 --> 01:12:03,520 and the chartstrings in FAMIS for this space. 1373 01:12:03,520 --> 01:12:06,370 As long as you put in the comments 1374 01:12:06,370 --> 01:12:08,583 which lab rooms it serves. 1375 01:12:11,260 --> 01:12:13,440 Yep, so that's all covered. 1376 01:12:15,060 --> 01:12:16,687 Just another example of a lab space. 1377 01:12:16,687 --> 01:12:19,290 And this one, you have four occupants in the lab, 1378 01:12:19,290 --> 01:12:22,270 one is a PI, one's a lab tech and the other two 1379 01:12:22,270 --> 01:12:23,713 are graduate assistants. 1380 01:12:24,820 --> 01:12:28,650 The 100% of the funded activity in the room 1381 01:12:28,650 --> 01:12:30,640 is organized research funds. 1382 01:12:30,640 --> 01:12:33,760 But again you know that the graduate assistants 1383 01:12:33,760 --> 01:12:36,700 are occasionally using the lab for studying time. 1384 01:12:36,700 --> 01:12:41,080 So they're running processes, 1385 01:12:41,080 --> 01:12:44,390 and while they're waiting for the systems to finish, 1386 01:12:44,390 --> 01:12:46,200 they're gonna take out their homework 1387 01:12:46,200 --> 01:12:48,650 and they're gonna start working on their homework. 1388 01:12:48,650 --> 01:12:51,700 Well, if the feds come in and they do the review, 1389 01:12:51,700 --> 01:12:56,330 well, yeah, they're 100% funded for organized research, 1390 01:12:56,330 --> 01:12:58,890 but you know that they're doing some study time in there. 1391 01:12:58,890 --> 01:13:00,498 So we need to make sure we're getting a sense 1392 01:13:00,498 --> 01:13:03,350 of how much study time is occurring in that space, 1393 01:13:03,350 --> 01:13:05,560 even though it's not funded time 1394 01:13:05,560 --> 01:13:08,530 and put an appropriate amount in there. 1395 01:13:08,530 --> 01:13:13,530 So 2-5% generally is reasonable 1396 01:13:14,170 --> 01:13:15,450 from the feds perspective. 1397 01:13:15,450 --> 01:13:18,510 If it's substantially more, you'd wanna account for that 1398 01:13:21,772 --> 01:13:24,603 and make that instruction time. 1399 01:13:29,990 --> 01:13:32,250 All right, so we have another office space. 1400 01:13:32,250 --> 01:13:34,633 So a professor teaches two courses 1401 01:13:34,633 --> 01:13:37,027 and has four active sponsored grants 1402 01:13:37,027 --> 01:13:39,777 and provides some public service. 1403 01:13:41,627 --> 01:13:45,960 So Pat asked what chartstring to use for study time. 1404 01:13:47,302 --> 01:13:52,302 So in that case, you would use a chartstring with 201. 1405 01:13:52,521 --> 01:13:55,438 So usually whatever the department, 1406 01:13:58,610 --> 01:14:01,316 general department 201 chartstring, 1407 01:14:01,316 --> 01:14:04,816 their department number source, like 10001 1408 01:14:06,211 --> 01:14:10,711 unless they do have a specific instruction chartstring 1409 01:14:11,801 --> 01:14:15,218 that they're allocated to for other work. 1410 01:14:17,242 --> 01:14:21,483 Okay, and so office space, so they have a professor 1411 01:14:21,483 --> 01:14:24,106 teaches two courses, has four active sponsored grants 1412 01:14:24,106 --> 01:14:26,730 and provides some public service. 1413 01:14:26,730 --> 01:14:29,200 The professor states that they use their office 1414 01:14:29,200 --> 01:14:31,635 primarily for research. 1415 01:14:31,635 --> 01:14:33,750 And the function codes of the chartstrings 1416 01:14:33,750 --> 01:14:35,172 on their effort report are consistent 1417 01:14:35,172 --> 01:14:36,890 with how they use their office 1418 01:14:36,890 --> 01:14:38,490 and you'd have that conversation with them. 1419 01:14:38,490 --> 01:14:43,490 And so that their breakdown was 80% organized research, 1420 01:14:44,480 --> 01:14:47,760 15% department research, and 5% public service. 1421 01:14:47,760 --> 01:14:52,477 So this comment here of I use it primarily for research, 1422 01:14:55,600 --> 01:14:56,930 well, you'd have the knowledge of, 1423 01:14:56,930 --> 01:14:59,700 well, here's what your funding sources are, 1424 01:14:59,700 --> 01:15:01,990 it's primarily research. 1425 01:15:01,990 --> 01:15:05,470 Does this report, the breakdown of how you feel 1426 01:15:05,470 --> 01:15:09,270 you've used your office and have that professor validate 1427 01:15:09,270 --> 01:15:11,850 those percentages and don't make that assumption 1428 01:15:11,850 --> 01:15:13,710 'cause they may say, oh no. 1429 01:15:13,710 --> 01:15:17,340 I mean, I actually do a lot more for public service 1430 01:15:17,340 --> 01:15:19,600 in my office than I realized 1431 01:15:19,600 --> 01:15:22,890 'cause I don't have another space 1432 01:15:22,890 --> 01:15:24,060 I do that in for instance. 1433 01:15:24,060 --> 01:15:26,830 I'm not really sure, but you basically the point being, 1434 01:15:26,830 --> 01:15:29,380 you need to validate the breakdown 1435 01:15:29,380 --> 01:15:32,590 of their office use as well. 1436 01:15:39,474 --> 01:15:41,500 All right, so this is the last one, 1437 01:15:41,500 --> 01:15:44,150 so for those of you again, academic units 1438 01:15:44,150 --> 01:15:46,240 that have a department chair 1439 01:15:46,240 --> 01:15:48,000 that their department chair position 1440 01:15:48,000 --> 01:15:52,800 is going to be a second position number in PeopleSoft. 1441 01:15:52,800 --> 01:15:56,720 So you would wanna look at the FTE 1442 01:15:56,720 --> 01:15:58,250 and weight them accordingly. 1443 01:15:58,250 --> 01:16:01,120 So in this example you have a professor position 1444 01:16:01,120 --> 01:16:02,750 which is 50%. 1445 01:16:02,750 --> 01:16:04,900 So it's a 0.2 FTE, excuse me. 1446 01:16:04,900 --> 01:16:09,860 And that 0.2 FTE is funded 50% by organized research 1447 01:16:09,860 --> 01:16:12,660 and 50% by department research. 1448 01:16:12,660 --> 01:16:15,380 Then you have the 0.8 FTE for the department chair, 1449 01:16:15,380 --> 01:16:19,410 which is funded 100% by department administration. 1450 01:16:19,410 --> 01:16:23,977 And so should this space be 100% department 1451 01:16:23,977 --> 01:16:26,990 and administration and the answer is no, 1452 01:16:26,990 --> 01:16:29,349 you really need to wait all of their activities 1453 01:16:29,349 --> 01:16:33,810 and if they say that they use their office space 1454 01:16:33,810 --> 01:16:37,070 for all of their activities and in this case, 1455 01:16:37,070 --> 01:16:41,677 you would do the 0.2 FTE that for 50%. 1456 01:16:43,890 --> 01:16:48,890 So basically 0.2 times 50 is 10% for organized research 1457 01:16:51,240 --> 01:16:53,950 and department administration and the 0.8 at 100% 1458 01:16:53,950 --> 01:16:58,910 at 80% of the time the use of the room 1459 01:16:58,910 --> 01:17:00,360 for department administration. 1460 01:17:00,360 --> 01:17:03,420 And this is how you would break down the 100% 1461 01:17:03,420 --> 01:17:07,150 for your functional use codes for PeopleSoft. 1462 01:17:12,780 --> 01:17:16,323 So that's it for my examples for functionalization 1463 01:17:16,323 --> 01:17:19,540 and I'm just gonna go over some ways to do some QA 1464 01:17:19,540 --> 01:17:21,820 on the results that you've entered into FAMIS 1465 01:17:21,820 --> 01:17:25,860 to make sure what you've done is accurate and complete. 1466 01:17:25,860 --> 01:17:30,860 So again, you wanna make sure that your FAMIS, 1467 01:17:31,360 --> 01:17:34,320 the rooms in FAMIS have the correct inventory year 1468 01:17:34,320 --> 01:17:36,590 and it's our recommendation that that's your final step. 1469 01:17:36,590 --> 01:17:39,390 That's how you know that you've completed that room. 1470 01:17:39,390 --> 01:17:40,970 So you've made all your updates. 1471 01:17:40,970 --> 01:17:45,770 The last thing you do is flip that room to say 2022, 1472 01:17:45,770 --> 01:17:48,950 and you would run this department inventory progress report 1473 01:17:48,950 --> 01:17:51,650 in BI Publisher and if you want directions on that again, 1474 01:17:51,650 --> 01:17:56,010 it's page 30 of the user guide 1475 01:17:56,010 --> 01:17:58,870 and just make sure you don't have any null rooms. 1476 01:17:58,870 --> 01:18:03,170 And if it is, you'd wanna look, see if you missed 1477 01:18:03,170 --> 01:18:06,200 that room entirely and still need to make your updates 1478 01:18:06,200 --> 01:18:08,790 because it wasn't on a list initially 1479 01:18:08,790 --> 01:18:12,567 or if you've already inventoried it 1480 01:18:12,567 --> 01:18:15,950 and you just missed flipping the year in FAMIS, 1481 01:18:15,950 --> 01:18:19,463 just go back in and mark it as 2022. 1482 01:18:20,924 --> 01:18:24,280 The functional space is supported 1483 01:18:24,280 --> 01:18:25,380 by the funding chartstring. 1484 01:18:25,380 --> 01:18:27,660 So again, you would on run your space, 1485 01:18:27,660 --> 01:18:30,550 functional use exception report in BI Publisher, 1486 01:18:30,550 --> 01:18:32,696 and have no exceptions there. 1487 01:18:32,696 --> 01:18:37,696 If exceptions exist, when you run that 1488 01:18:38,250 --> 01:18:39,621 you'd want to determine, 1489 01:18:39,621 --> 01:18:42,440 do you have the right accounts listed? 1490 01:18:42,440 --> 01:18:47,180 Did all those get updated or is your functional use entry 1491 01:18:47,180 --> 01:18:49,300 incorrect and figure out which one's incorrect 1492 01:18:49,300 --> 01:18:51,380 and make that correction. 1493 01:18:51,380 --> 01:18:54,990 And you again, would see that updated in BI Publisher 1494 01:18:54,990 --> 01:18:56,890 the following day after Michael Richards 1495 01:18:56,890 --> 01:18:58,830 does the import process. 1496 01:18:58,830 --> 01:19:01,003 Again, if you have lab service rooms 1497 01:19:01,003 --> 01:19:05,960 where you're not entering the occupants and the accounts, 1498 01:19:05,960 --> 01:19:08,350 you'd have exceptions on your report 1499 01:19:08,350 --> 01:19:10,560 because you are missing the accounts, 1500 01:19:10,560 --> 01:19:13,520 but make sure you have your comment about which labs 1501 01:19:13,520 --> 01:19:15,920 it was functionalized based off of 1502 01:19:15,920 --> 01:19:19,190 and just make your note to cost accounting 1503 01:19:19,190 --> 01:19:20,635 when you send in your information, 1504 01:19:20,635 --> 01:19:24,930 the completion that those rooms are functionalized 1505 01:19:24,930 --> 01:19:26,703 based on the labs it serves. 1506 01:19:28,420 --> 01:19:30,550 And again, the department room summary report. 1507 01:19:30,550 --> 01:19:33,570 This to me, I think is the best place to start 1508 01:19:33,570 --> 01:19:34,623 and to finish. 1509 01:19:36,394 --> 01:19:39,783 You run it to begin with and see, what was the room 1510 01:19:40,910 --> 01:19:44,620 looking like last fiscal years, FY21, 1511 01:19:44,620 --> 01:19:47,140 and has the room use changed? 1512 01:19:47,140 --> 01:19:49,160 Have the occupants changed? 1513 01:19:49,160 --> 01:19:54,080 And if the occupants changed, then you have to make 1514 01:19:54,080 --> 01:19:55,210 the updates for there. 1515 01:19:55,210 --> 01:19:58,600 And then from of occupants, then you have the conversations 1516 01:19:58,600 --> 01:20:00,237 about how did they use the space. 1517 01:20:00,237 --> 01:20:02,440 And so really you have it on one page, 1518 01:20:02,440 --> 01:20:03,950 all of your previous information 1519 01:20:03,950 --> 01:20:05,690 and can make your notes as to what 1520 01:20:05,690 --> 01:20:07,400 the corrections should be. 1521 01:20:07,400 --> 01:20:09,690 Run it again, after the end of the process, 1522 01:20:09,690 --> 01:20:14,270 after you've updated FAMIS and make sure you've captured 1523 01:20:14,270 --> 01:20:16,853 all of the changes for the current fiscal year. 1524 01:20:17,970 --> 01:20:20,690 So that's really your QA process 1525 01:20:20,690 --> 01:20:23,303 once you've completed the inventory. 1526 01:20:25,970 --> 01:20:29,050 So once you've completed the inventory and the QA process, 1527 01:20:29,050 --> 01:20:30,420 what are the department requirements? 1528 01:20:30,420 --> 01:20:33,270 So you to email your certification form 1529 01:20:33,270 --> 01:20:37,700 to cost accounting or cost account at uvm.edu 1530 01:20:38,780 --> 01:20:42,110 and that needs to be signed by the responsible official, 1531 01:20:42,110 --> 01:20:44,920 who is approved it for accuracy and reasonableness 1532 01:20:44,920 --> 01:20:47,690 for FY22 inventory. 1533 01:20:47,690 --> 01:20:49,817 And then you also need to send in 1534 01:20:49,817 --> 01:20:52,040 the space functional use exception report 1535 01:20:52,040 --> 01:20:54,360 from BI Publisher with no exceptions. 1536 01:20:54,360 --> 01:20:58,860 Again, with the caveat for the space service rooms 1537 01:20:58,860 --> 01:21:02,183 and that you've noted those accordingly in FAMIS. 1538 01:21:03,747 --> 01:21:06,440 This is an example of the space inventory form. 1539 01:21:06,440 --> 01:21:07,650 It's not the whole form. 1540 01:21:07,650 --> 01:21:08,483 And you fill in some more information 1541 01:21:08,483 --> 01:21:10,160 about your department and such, 1542 01:21:10,160 --> 01:21:14,830 but you just put in FY22 here. 1543 01:21:14,830 --> 01:21:16,600 We pulled out the information about equipment 1544 01:21:16,600 --> 01:21:19,363 because that's not part of the inventory this year. 1545 01:21:20,270 --> 01:21:23,323 Again, this can be found under forms on our website. 1546 01:21:24,320 --> 01:21:26,233 And then again, you'd send that in. 1547 01:21:28,460 --> 01:21:33,053 The individuals you contact if you have questions, 1548 01:21:33,053 --> 01:21:35,790 you'd contact Michael Richard if you had questions 1549 01:21:35,790 --> 01:21:39,650 about FAMIS and room custodial changes, 1550 01:21:39,650 --> 01:21:43,190 room type determinations, building diagram requests, 1551 01:21:43,190 --> 01:21:45,467 and physical changes to the space layout 1552 01:21:45,467 --> 01:21:47,890 and other space data related questions. 1553 01:21:47,890 --> 01:21:50,910 If you have any questions regarding functionalization 1554 01:21:50,910 --> 01:21:52,890 or accounts, you can reach out to myself 1555 01:21:52,890 --> 01:21:54,293 or to Lindsay Donovan. 1556 01:21:55,230 --> 01:21:59,190 And again, this is our new web address here 1557 01:21:59,190 --> 01:22:01,563 for the space inventory page. 1558 01:22:03,880 --> 01:22:07,100 And then lastly but not least, a reminder of our deadlines, 1559 01:22:07,100 --> 01:22:08,323 it opens today. 1560 01:22:10,500 --> 01:22:14,030 Physical space changes are due to Michael Richards June 1st 1561 01:22:14,030 --> 01:22:16,540 so that they have time to be inventoried. 1562 01:22:16,540 --> 01:22:19,670 You need to get your final changes into the system 1563 01:22:19,670 --> 01:22:22,823 on June 13th, the 14th is when Michael Richards 1564 01:22:22,823 --> 01:22:24,763 will do the final import. 1565 01:22:25,779 --> 01:22:28,930 And you can get the information at a BI Publisher 1566 01:22:28,930 --> 01:22:30,920 on the 14th or any updates you do on that day. 1567 01:22:30,920 --> 01:22:34,280 It's important to know that you don't wanna run 1568 01:22:34,280 --> 01:22:37,580 your reports on the 14th for the time 1569 01:22:37,580 --> 01:22:39,900 and then find you have all of these space exceptions 1570 01:22:39,900 --> 01:22:40,830 that need to be fixed. 1571 01:22:40,830 --> 01:22:43,000 So make sure you're running that and completing it 1572 01:22:43,000 --> 01:22:44,980 prior to the 13th. 1573 01:22:44,980 --> 01:22:49,470 And then June 15th is the final snapshot from FAMIS 1574 01:22:49,470 --> 01:22:52,913 over into PlanOn, the new space inventory system. 1575 01:22:54,430 --> 01:22:56,560 And then in the spring of next year 1576 01:22:56,560 --> 01:23:01,319 is when we plan to roll out the new space survey training. 1577 01:23:01,319 --> 01:23:03,510 Those of you who do work orders 1578 01:23:03,510 --> 01:23:08,510 or other things in FAMIS right now have training on PlanOn 1579 01:23:09,700 --> 01:23:12,280 earlier than that for other aspects, 1580 01:23:12,280 --> 01:23:15,233 but space inventory would not be until next spring. 1581 01:23:18,570 --> 01:23:22,040 Oops, and just to reiterate the learning objectives today, 1582 01:23:22,040 --> 01:23:25,330 we are going over the importance of the space inventory, 1583 01:23:25,330 --> 01:23:28,590 understanding the process from start to finish, 1584 01:23:28,590 --> 01:23:32,210 how to classify space and we wanted to give you guys 1585 01:23:32,210 --> 01:23:36,610 the tools and available reports and resources 1586 01:23:36,610 --> 01:23:39,513 for being able to complete the space inventory. 1587 01:23:41,240 --> 01:23:42,891 And I'll just open it up to see, 1588 01:23:42,891 --> 01:23:47,300 we did leave it as two hours because we weren't quite sure 1589 01:23:47,300 --> 01:23:50,370 if telecommuting would bring about 1590 01:23:52,590 --> 01:23:54,840 a bunch of extra questions this year or not 1591 01:23:54,840 --> 01:23:58,280 and we don't have the equipment section this year. 1592 01:23:58,280 --> 01:24:01,443 So if you guys don't have any questions, 1593 01:24:02,610 --> 01:24:05,310 you get some time back in your day, but it definitely stay. 1594 01:24:05,310 --> 01:24:08,250 If you have any questions or wanna go over certain scenarios 1595 01:24:08,250 --> 01:24:13,250 specific to your units and we hope that you'll be enjoying 1596 01:24:14,210 --> 01:24:16,440 the new system next year, but it is important 1597 01:24:16,440 --> 01:24:19,110 to get all your spaces done 1598 01:24:19,110 --> 01:24:21,380 by the deadline June 13th this year, 1599 01:24:21,380 --> 01:24:23,870 and spread the word that that's 1600 01:24:23,870 --> 01:24:25,100 when we need to get it done by. 1601 01:24:25,100 --> 01:24:26,280 A hand raise. 1602 01:24:26,280 --> 01:24:27,230 I'm not sure I can. 1603 01:24:29,790 --> 01:24:32,380 So it looks like, Pat, is your hand up? 1604 01:24:32,380 --> 01:24:33,395 - [Pat] Yeah, I've got a question. 1605 01:24:33,395 --> 01:24:34,228 - Okay. 1606 01:24:34,228 --> 01:24:37,130 - [Pat] Did you cover, what happens if somebody telecommuted 1607 01:24:37,130 --> 01:24:39,063 for the entire year? 1608 01:24:39,063 --> 01:24:42,820 - Okay, so if their space was still assigned to them 1609 01:24:44,060 --> 01:24:46,870 because the official telecommuting agreement 1610 01:24:46,870 --> 01:24:51,501 wasn't in place at the very beginning of the year, 1611 01:24:51,501 --> 01:24:55,870 so if the space was still reserved 1612 01:24:55,870 --> 01:25:00,360 for a particular person for that period of time, 1613 01:25:00,360 --> 01:25:03,690 you'd wanna functionalize it based on that period of time 1614 01:25:03,690 --> 01:25:05,180 of how that person would've used it 1615 01:25:05,180 --> 01:25:06,310 if they were in the space. 1616 01:25:06,310 --> 01:25:08,710 Similar to how we did last year. 1617 01:25:08,710 --> 01:25:10,060 Assuming COVID didn't happen, 1618 01:25:10,060 --> 01:25:13,121 we don't have any official telecommuting agreement 1619 01:25:13,121 --> 01:25:16,560 with the electronic approval process, 1620 01:25:16,560 --> 01:25:18,920 functionalize it on how the assigned individual 1621 01:25:18,920 --> 01:25:22,420 to that space would've used it. 1622 01:25:22,420 --> 01:25:24,810 If it was a space where, all right, 1623 01:25:24,810 --> 01:25:26,610 we know this person's telecommuting, 1624 01:25:27,550 --> 01:25:32,350 and we are repurposing the space and renovating it 1625 01:25:34,660 --> 01:25:37,530 and it's inactive for that reason, 1626 01:25:37,530 --> 01:25:40,280 then you'd put inactive, but otherwise focus 1627 01:25:40,280 --> 01:25:42,710 on how they would've used it if they were there. 1628 01:25:42,710 --> 01:25:43,543 - [Pat] Okay, got it. 1629 01:25:43,543 --> 01:25:44,517 Thank you. 1630 01:25:44,517 --> 01:25:45,600 - No problem. 1631 01:25:50,060 --> 01:25:51,315 - [Josie] I have a quick question. 1632 01:25:51,315 --> 01:25:52,148 - Okay. 1633 01:25:52,148 --> 01:25:53,190 - [Josie] On those same lines, 1634 01:25:53,190 --> 01:25:58,030 so we all telecommuted in my department for the whole time. 1635 01:25:58,030 --> 01:26:00,610 But we were occupying, we still had space assigned to us 1636 01:26:00,610 --> 01:26:05,610 in the Hills Building from July through mid-November, 1637 01:26:06,700 --> 01:26:09,380 and then the Hills Building was being rehabbed 1638 01:26:09,380 --> 01:26:11,870 and we were basically evicted out of the Hills Building. 1639 01:26:11,870 --> 01:26:14,940 So we no longer had that space as of November, 1640 01:26:14,940 --> 01:26:16,840 whatever the date is, I'll have to see what the date was. 1641 01:26:16,840 --> 01:26:19,150 But sometime in November, we physically moved 1642 01:26:19,150 --> 01:26:22,150 all of our belongings, all of our office equipment 1643 01:26:22,150 --> 01:26:23,380 out of Hills. 1644 01:26:23,380 --> 01:26:26,727 And now we only maintain one small office space 1645 01:26:26,727 --> 01:26:28,963 on Water Tower Hill. 1646 01:26:28,963 --> 01:26:32,000 So for the spaces in the Hills Building, 1647 01:26:32,000 --> 01:26:36,170 I don't need to somehow indicate in FAMIS 1648 01:26:36,170 --> 01:26:39,120 that we were only there from July to November. 1649 01:26:39,120 --> 01:26:42,840 I would just functionalize the space based on 1650 01:26:42,840 --> 01:26:45,087 when we were there, who was in the space 1651 01:26:45,087 --> 01:26:47,610 and what it was used for, but I don't need to indicate 1652 01:26:47,610 --> 01:26:50,630 that we were only in that space until, 1653 01:26:50,630 --> 01:26:53,500 or assigned that space until November. 1654 01:26:53,500 --> 01:26:55,507 - Yeah, Mike, do you wanna chime in there? 1655 01:26:55,507 --> 01:26:58,900 I think in that case, we'd want her to put in a comment 1656 01:26:58,900 --> 01:27:02,080 of that they vacated that space 'cause then you'll close out 1657 01:27:02,080 --> 01:27:04,320 that allocation, is that accurate? 1658 01:27:04,320 --> 01:27:05,460 - [Michael] Yes, that's accurate. 1659 01:27:05,460 --> 01:27:09,650 Yep, just give me the dates and we can go in 1660 01:27:09,650 --> 01:27:12,360 and split that for you. 1661 01:27:12,360 --> 01:27:16,870 Now in the new system, you'll be able to do that, on PlanOn. 1662 01:27:16,870 --> 01:27:20,890 There's actually effective dating on moves. 1663 01:27:20,890 --> 01:27:23,000 - [Josie] So to put another monkey wrench 1664 01:27:23,000 --> 01:27:28,000 and then to ask us for like we're a grand program. 1665 01:27:28,410 --> 01:27:32,030 And so our fiscal year runs differently 1666 01:27:32,030 --> 01:27:33,140 than your fiscal year. 1667 01:27:33,140 --> 01:27:35,480 So every year I have to divide the chartstrings 1668 01:27:35,480 --> 01:27:37,460 as to how to pay for the space 1669 01:27:37,460 --> 01:27:40,210 based on when those chartstrings are active 1670 01:27:40,210 --> 01:27:42,370 for our fiscal year versus the space time 1671 01:27:42,370 --> 01:27:44,793 that you're asking us to allocate for. 1672 01:27:47,940 --> 01:27:50,440 - What does the grant year switch over? 1673 01:27:50,440 --> 01:27:52,800 - [Josie] So our grant year runs October 1st 1674 01:27:52,800 --> 01:27:54,920 to September 30th. 1675 01:27:54,920 --> 01:27:59,920 So in this case, again, we weren't there, 1676 01:28:00,100 --> 01:28:02,350 we weren't in the building at all for any of this time, 1677 01:28:02,350 --> 01:28:05,246 but we were assigned this space actively 1678 01:28:05,246 --> 01:28:09,070 for your fiscal year purposes, from July till November. 1679 01:28:09,070 --> 01:28:12,040 So for our fiscal year, it's gonna run one fiscal year 1680 01:28:12,040 --> 01:28:14,540 from July till the end of September 1681 01:28:14,540 --> 01:28:17,850 and then for October, till whenever we are in November 1682 01:28:17,850 --> 01:28:19,240 is gonna be that other like month 1683 01:28:19,240 --> 01:28:21,920 and a little bit onto a second chartstring. 1684 01:28:21,920 --> 01:28:24,570 So I guess again, I just wanna make sure- 1685 01:28:24,570 --> 01:28:27,010 - I think in this example, because of the uniqueness 1686 01:28:27,010 --> 01:28:30,220 of the situation, focus on the first year of the grant. 1687 01:28:30,220 --> 01:28:32,110 You said it went through September? 1688 01:28:32,110 --> 01:28:32,943 - [Josie] Yeah. 1689 01:28:32,943 --> 01:28:35,300 - Yeah, I think that's fine for what we need 1690 01:28:37,647 --> 01:28:39,930 for defending those spaces in Hills. 1691 01:28:39,930 --> 01:28:41,560 So just make sure you have those, 1692 01:28:41,560 --> 01:28:45,360 'cause the functional use isn't gonna change, right? 1693 01:28:45,360 --> 01:28:48,750 It's still the same purpose, whether it's organized research 1694 01:28:48,750 --> 01:28:51,167 or public service, it's organized research, right? 1695 01:28:51,167 --> 01:28:52,070 - [Josie] It's actually, 1696 01:28:52,070 --> 01:28:53,811 I think it falls under public service. 1697 01:28:53,811 --> 01:28:55,477 - Oh, service. Okay, sorry, I had that backwards. 1698 01:28:55,477 --> 01:28:57,740 So yeah, so that's not gonna change. 1699 01:28:57,740 --> 01:29:00,850 So I think in that case, as long as that doesn't change, 1700 01:29:00,850 --> 01:29:02,980 then the other grant is just a new year 1701 01:29:02,980 --> 01:29:07,980 of the same functional use, then you can continue 1702 01:29:08,470 --> 01:29:10,630 to use the, just put in through 1703 01:29:10,630 --> 01:29:13,180 the September 30th chartstring. 1704 01:29:13,180 --> 01:29:14,968 - [Josie] Okay, so just put the one chartstring in 1705 01:29:14,968 --> 01:29:17,676 and just make note of all of that in. 1706 01:29:17,676 --> 01:29:19,020 - Yes, yeah. 1707 01:29:19,020 --> 01:29:23,220 And so it can just be one comment in the comments box, 1708 01:29:23,220 --> 01:29:25,557 just saying that our space vacated Hill, 1709 01:29:25,557 --> 01:29:28,530 the space in Hills on November 1st 1710 01:29:28,530 --> 01:29:31,550 or whatever the date is due to renovations. 1711 01:29:31,550 --> 01:29:33,500 And 'cause you guys aren't moving back in that, right? 1712 01:29:33,500 --> 01:29:34,593 - [Josie] We're not moving back in, 1713 01:29:34,593 --> 01:29:37,800 given he's moving into Hills, so no, we're not. 1714 01:29:37,800 --> 01:29:39,100 - Yeah, okay. 1715 01:29:39,100 --> 01:29:44,100 And then for that other space in Water Tower Hill, 1716 01:29:44,840 --> 01:29:47,510 are you guys all like rotating using that space? 1717 01:29:47,510 --> 01:29:48,750 - [Josie] Nope, it's just one person. 1718 01:29:48,750 --> 01:29:51,850 We have one physician who works there full time every day 1719 01:29:51,850 --> 01:29:53,800 and then the rest of us, the rest of the department 1720 01:29:53,800 --> 01:29:56,210 is still telecommuting, so we literally just have one space 1721 01:29:56,210 --> 01:29:57,260 for the one person in it. 1722 01:29:57,260 --> 01:29:59,843 - Okay, sounds good. 1723 01:30:01,710 --> 01:30:02,543 - [Josie] Okay, thank you. 1724 01:30:02,543 --> 01:30:07,543 - Then I think we have, so chartstring and a function code 1725 01:30:07,750 --> 01:30:11,510 is needed for instruction when there's organized research 1726 01:30:11,510 --> 01:30:13,560 or VCHIP in the room. 1727 01:30:13,560 --> 01:30:16,250 Yes, so if you know you have, 1728 01:30:16,250 --> 01:30:20,137 so anything that supports anyone in the rooms 1729 01:30:20,137 --> 01:30:22,210 that have organized research or VCHIP. 1730 01:30:22,210 --> 01:30:23,577 So if you know that there's individuals 1731 01:30:23,577 --> 01:30:28,577 that are using that space some of the time just to study, 1732 01:30:29,140 --> 01:30:32,500 you'd wanna put in for a reasonable portion of time, 1733 01:30:32,500 --> 01:30:34,770 whether it's two to 5% 1734 01:30:34,770 --> 01:30:38,760 of your department's instruction chartstring 1735 01:30:40,070 --> 01:30:43,850 to account for that use of time. 1736 01:30:43,850 --> 01:30:45,520 'Cause basically the feds are gonna say, 1737 01:30:45,520 --> 01:30:48,630 well, I'm not paying for the time that these individuals 1738 01:30:48,630 --> 01:30:49,463 are studying in there. 1739 01:30:49,463 --> 01:30:51,220 So you need to make sure that you're accounting 1740 01:30:51,220 --> 01:30:56,220 for a portion of the time that is used for them 1741 01:30:56,800 --> 01:31:00,240 to do their schoolwork basically. 1742 01:31:00,240 --> 01:31:02,130 So just using a departmental, 1743 01:31:02,130 --> 01:31:05,823 general department instruction chartstring is okay there. 1744 01:31:07,660 --> 01:31:09,750 That wouldn't be the case, so say you had 1745 01:31:12,760 --> 01:31:15,650 an instruction lab, like you don't have to, 1746 01:31:15,650 --> 01:31:18,060 and there's no sponsored activity in that room. 1747 01:31:18,060 --> 01:31:22,313 You don't have to put any chartstrings in that space. 1748 01:31:24,170 --> 01:31:25,220 All right, so the next question, 1749 01:31:25,220 --> 01:31:27,140 how should temporary employees hired 1750 01:31:27,140 --> 01:31:29,770 through staffing agencies be entered in the system? 1751 01:31:29,770 --> 01:31:34,770 So they would be considered non-institutional agency. 1752 01:31:38,660 --> 01:31:41,403 Yeah, 'cause they're not UVM employees. 1753 01:31:44,240 --> 01:31:45,780 'Cause that that'd be like Spirion 1754 01:31:45,780 --> 01:31:50,780 and yeah, I'm gonna double check that, 1755 01:31:52,490 --> 01:31:56,330 but that's I believe how we've handled those in the past. 1756 01:31:56,330 --> 01:31:59,710 So if I have a correction to that statement, 1757 01:31:59,710 --> 01:32:02,160 we will send it out to the group to let you know, 1758 01:32:03,470 --> 01:32:04,303 - [Josie] Follow up on that to you, 1759 01:32:04,303 --> 01:32:05,580 not to be a huge pain in the butt. 1760 01:32:05,580 --> 01:32:07,317 - No, this is what this is for. 1761 01:32:09,160 --> 01:32:11,010 - [Josie] So I was just talking to you about the Hills 1762 01:32:11,010 --> 01:32:11,843 and all of that. 1763 01:32:11,843 --> 01:32:12,676 - Yep. 1764 01:32:12,676 --> 01:32:15,350 - [Josie] So the employee that's sitting in that space 1765 01:32:15,350 --> 01:32:18,600 on Water Tower Hill started as a Australian employee for us. 1766 01:32:18,600 --> 01:32:22,860 And then he actually was hired full-time as a UVM employee. 1767 01:32:22,860 --> 01:32:26,170 Do I need to delineate the amount of time, 1768 01:32:26,170 --> 01:32:28,910 the amount of months that he was 1769 01:32:28,910 --> 01:32:31,840 a non institutional agency and then put his name in again 1770 01:32:31,840 --> 01:32:34,000 as a second person, even though he is the same person 1771 01:32:34,000 --> 01:32:35,720 and put him in as a regular employee 1772 01:32:35,720 --> 01:32:37,260 because he became a UVM employee? 1773 01:32:37,260 --> 01:32:39,540 - Yeah, so he'll only appear once. 1774 01:32:39,540 --> 01:32:43,280 So that's the other thing to the other questions. 1775 01:32:46,640 --> 01:32:51,640 So the individual who is never hired as a UVM employee, 1776 01:32:54,100 --> 01:32:57,910 and they're a temp agency, 1777 01:32:57,910 --> 01:33:00,940 they're not gonna be in the dropdown menu 1778 01:33:00,940 --> 01:33:03,593 as an occupant to even be able to put them. 1779 01:33:06,590 --> 01:33:11,590 If they had, well, Michael, is that true 1780 01:33:11,669 --> 01:33:13,380 if they're not paid, 'cause they probably 1781 01:33:13,380 --> 01:33:18,380 still have PeopleSoft HR job record 1782 01:33:19,050 --> 01:33:22,440 because they need to have access to the systems. 1783 01:33:22,440 --> 01:33:23,530 So they're probably in there 1784 01:33:23,530 --> 01:33:26,220 as affiliated organizational employee, 1785 01:33:26,220 --> 01:33:27,280 but they don't have payroll. 1786 01:33:27,280 --> 01:33:30,160 So yeah, so in the occupants tab 1787 01:33:30,160 --> 01:33:35,160 you'd have affiliated employee like do you have the- 1788 01:33:38,710 --> 01:33:41,140 - [Michael] Yeah, if they're not in the dropdown, 1789 01:33:41,140 --> 01:33:46,140 we do have that affiliated category they can select 1790 01:33:46,310 --> 01:33:50,100 and that's I think how we've directed them in the past. 1791 01:33:50,100 --> 01:33:55,100 - Yeah, so Josie, I would say yes, 1792 01:33:56,110 --> 01:33:58,300 you would want to do both in that case, 1793 01:33:58,300 --> 01:34:00,760 put affiliated organizational employee 1794 01:34:00,760 --> 01:34:05,760 and put that person's actual name in there as well 1795 01:34:06,320 --> 01:34:08,870 and account for whether it was 50/50, 1796 01:34:08,870 --> 01:34:10,950 or however much time the person was a temp 1797 01:34:10,950 --> 01:34:13,430 because in reality that's what the feds 1798 01:34:13,430 --> 01:34:15,350 would expect us to do. 1799 01:34:15,350 --> 01:34:17,160 - [Josie] Okay, thank you. 1800 01:34:17,160 --> 01:34:17,993 - Thanks. 1801 01:34:21,650 --> 01:34:24,060 Right, did I miss any questions in the chat? 1802 01:34:24,060 --> 01:34:25,913 I think I've gotten them all. 1803 01:34:26,969 --> 01:34:28,230 I don't see any hands raised. 1804 01:34:28,230 --> 01:34:30,460 So yeah, so that's it for today. 1805 01:34:30,460 --> 01:34:32,240 Thank you all for taking the time to go through 1806 01:34:32,240 --> 01:34:35,460 the training with us today and definitely email us 1807 01:34:35,460 --> 01:34:37,910 as questions come up and we will be glad to help out 1808 01:34:37,910 --> 01:34:39,043 and I can. 1809 01:34:43,190 --> 01:34:44,863 So thank you all very much. 1810 01:34:45,880 --> 01:34:47,540 - Thanks everyone, yep. 1811 01:34:47,540 --> 01:34:48,373 - Take care. 1812 01:34:48,373 --> 01:34:49,830 - [Participant] Thank you, bye bye. 1813 01:34:49,830 --> 01:34:51,130 - [Participant] Thank you. 1814 01:34:52,190 --> 01:34:53,023 - Thank you.