- Go another minute or so to let last few people sign on.
- I'm just marking off the attendance for us.
- Thank you.
- Looks like we have a big group here,
so I think we can get started.
So thank you all for coming.
This is the space on-line inventory training for FY22.
And I'm Dawn Caffery, I'll be one of your trainers today.
And I am gonna turn off the camera in a minute here too.
I just wanted to give a shout of say hi,
let you see who I am since this is not in person
again this year.
So it just gets a little bit easier to monitor chat
and everything once we turn that camera off.
So we're gonna do that now.
And so the space inventory is managed by both financial
and cost accounting services,
as well as planning, design, and construction.
And again, this is for FY22 and that's for July 1st
through the end of June and how space will be used
through the end of June.
Why isn't this going?
There we go.
So the context we have for you
for what we're gonna be going over today
in planning, design, and construction,
you have Michael Richards and Joanna Berbeck,
and for financial and cost accounting services,
you have myself, Dawn Caffery and then Lindsey Donovan.
And we'll go over what our areas of expertise are
as we go through here.
But we'll go through the guidelines
for the presentation first.
So I think everybody is already on mute,
if you aren't, if you don't mind meeting yourself
so that we don't have some background noise.
But if you do have any questions,
feel free to use the chat or the hand raise feature.
We do have a couple folks here monitoring that
so we don't miss anything there.
If you have questions that come up after the presentation,
you can email Michael Richards and myself.
So Michael Richards really would be doing the FAMIS
and the BI Publisher stuff and he'll walk you through
how to do those.
And my main focus is on the functionalization and accounts,
which we'll circle back to.
And as many of you guys should have noticed,
this is being recorded and it will go up on the website
once it is able to have captioning added to it.
So COVID 19 reminders.
We're all still in the middle of that.
So really trying to conduct as much of your space inquiries
through Teams or Zoom, or even Email works.
If you do have to go on site,
just remembering to practice physical distancing,
wearing face coverings, and hand washing
and really staying current
with what the current campus health
and safety guidelines are.
And so there's some resources there for you
if you want to review those,
if you're not typically on campus, but need to this year
for the inventory.
So the learning objectives for today
is to really understand the importance
of this space inventory and why are we even doing it.
So there's a number of reasons that we use the space data.
Then we want you to have an understanding
of the entire space inventory process.
So getting the information of who's in the space,
how it's used, when it's used, and then also the reports
you need to run to get your starting point,
and then make your changes, know what your changes are,
and then putting that into FAMIS so that it gets tracked.
And then we'll also detail the functionalization of Space,
'cause that's a very important piece to the inventory.
To go over the important dates.
So today is March 1st, it's the first training
and it opens up the inventory.
So as of today, you can start going into FAMIS
and making your changes.
The final date to submit physical space changes
to planning, design, and construction is June 1st.
And that those changes are if,
as space is now actually owned by another department
or if the breakdown of the space isn't exactly correct
in the space diagrams and things like that.
And Michael Richards will explain a little bit more
of what type of changes that may entail,
but those need to be submitted to him by June 1st
so that he can make those changes in FAMIS
to allow sufficient time for this Space
to be completely inventoried in time.
And the due date this year is incredibly important.
It is, and it's moved up.
So it's a June 13th due date.
And the reason for that, moving that date up
is because on June 15th, the data from FAMIS
is gonna be migrated to the new system called PlanOn.
So that's replacing FAMIS.
So this is your last year of you doing
a space inventory in FAMIS.
I know you guys are all gonna be very sad about that.
So we're still working on the rollout of PlanOn,
but that will go live on July 1st.
And it's not just the space survey piece,
but I mean, it's really all of the space management.
So work orders and I said, you can do much in FAMIS
other than space survey.
So there's a lot more to that system than just work orders.
But they don't want to of work orders migrated
from one system and then have to have people redo them
and purchase orders, things like that.
So the data has to be migrated prior to July 1st
and that date is gonna be done on June 15th.
So all the data needs to be at FAMIS
for the space survey by June 13th,
Michael Richards will do the import on the 14th
for any changes that you made.
And then the morning of June 15th,
no more changes, everything's getting migrated to PlanOn.
And to assist with that, we have moved up
the start date for the space survey to March 1st.
So getting as much as you can done early,
knowing you may have some spaces
that you may not know exactly how it's gonna play out
through the end of the fiscal year,
so you might have to note a couple spaces
that you need to circle back to closer to the deadline
but try to get as much done early on as you can.
And additionally, movable equipment is no longer part
of the space survey.
So that takes out a huge chunk of your effort too.
So we'll speak more about that.
So the beginning of this year, departments,
or beginning of this year, departments no longer need
to do the movable equipment
as part of the space survey process.
You will still see movable equipment
in your spaces in FAMIS, but you can ignore
that tab in FAMIS.
That's what was there previously.
You don't need to make any changes.
You don't need to delete everything,
you just need to skip over that tab basically.
The FY22 moveable equipment inventory
was already completed in December with the roll out
of the RFID tagging process.
And moving forward, equipment will be inventoried
using that RFID scanning done by Financial and Cost
Accounting Services and that will be done
on a rolling basis.
And right now, a schedule is in process
and once that is developed and we have a plan
on how that's going to work,
that will be communicated a little later on.
And so that's why Renee is here today.
So if anybody has any questions on that,
on what to do with equipment right now,
any specifics with equipment, now's your time,
'cause Renee's not gonna stay for the whole training.
So I just wanted to get that out of the way,
let you know, you're off the hook for equipment
for the FAMIS piece of the inventory right now
'cause it's should be all up to date already.
It looks like we don't have any takers on questions there
so I think Renee, you're all set.
Thanks for joining us.
- [Renee] Thank you.
- [Dawn] And if anybody does have questions,
if things do come up, Renee would be your contact.
And we do have a moveable equipment website
that you can look at and see any documentation there
of processes there as well.
- [Renee] Thanks, Dawn. - [Dawn] Thank you, Renee.
So the space inventory goals.
So what are we trying to accomplish?
So we are really looking to update the space assignments,
the room type and the room occupants.
Those are your really basic, who's in the room?
What type of room is it?
Who owns the space?
The additional piece that we wanna update
is the functional activities in the room
and the funding sources.
And in order to do that, you really need to identify
who's in the room and then having a conversation
with the occupants in that room
to be able to figure out how they functionally used
that Space.
And these functionalization and these funding sources,
one of the methodologies that comply
with federal government costing standards
when we do our space inventory, our space surveys,
and our space studies to develop our F&A rate negotiations,
which we're in the middle of doing based on FY21's data.
So FY21 is the base year,
and then we will be negotiating with the federal government
in either late summer, early fall is typical
for that timeframe.
And we use and defends our data
with this space inventory year, so FY22,
and it helps with forecasting and modeling trends
going out a few years, 'cause the F&A rates
can be up to five years.
So the FY22 years is definitely important.
Other than just the F&A rate, the space inventory
is also used to help determine
the building square footage costs
and to fully burden the rates used in income expense.
So we need that data to know how are the building's
being used in order to get the square footage costs?
Certified square footage is also the basis
for facilities expense allocations
and to responsibility centers under IBB
and also helps to assess financial impacts of programs
and really effective and efficient space planning
throughout the year.
Especially, I mean now more than ever
as people are going remote, how is space being used,
and we need to know who's in those spaces.
And so it's used from a lot of perspectives.
We have updated the space inventory page
to no longer be space and equipment.
So it's really focused on space inventory now.
There's a new web link to it.
So it took out the space and moveable equipment.
So right now, if you were to go to UVM, A to Z,
it still does fall under space and moveable equipment
and the link is broken right now,
this URL change just occurred yesterday to go out
to get to happen.
But the request has been made to have the A to Z updated.
So we'll look for that soon.
During the email notification that went out this morning
about opening up space inventory,
we did have a link to the new website.
And then you can also go to the division of finance
and there's a link there
to the space inventory page as well.
You'll see the important key dates here.
So we have the trainings, you're obviously involved
in the first training here and then it opens today.
Again, the due date is June 13th
and then under key resources,
we do have the FY22 space inventory presentation
that we're looking at right now.
So the slides are already available.
Underneath that, you'll see the presentation
recording as soon as that's available,
which hopefully should be by the end of this week.
I would think we'd get the captioning added to it
and it gets posted.
Other key resources below that,
you have the space functional usage,
which is an important one to have,
especially for your academic units
that have instruction, department research,
organized research, public service, et cetera.
And then you have your room use definitions.
And that's where you have office research lab,
instruction lab those sorts of space use definitions.
There's a link to FAMIS as well.
And then if you were to keep scrolling down,
you have our policies
in our university operating procedures.
Under forms, you have the inventory certification form.
So that's what you'll need at the end of the process.
Once you've completed the inventory
and updated all your spaces,
you need to submit a few documents,
including the space inventory form.
We have the user guide.
At the back of the user guide,
there is a checklist we incorporated into the user guide,
I believe last year, that was a change we did that.
We also incorporated some FAQs into the user guide
as well by section.
So functionalization, entering FAQs for FAMIS
and BI Publisher in there as well.
We have video tutorials for very specific pieces
of the navigation for the homepage.
We have navigation for FAMIS
and navigation for BI Publisher.
And I'm going to stop presenting
and I'm gonna hand it over to Mike Richards.
- All right.
Thanks Dawn.
Let me share my screen here
and we'll get this open.
Does everyone see my screen?
Is that-
- [Dawn] I do, yeah.
- Okay, yeah.
All right, good.
- [Michael] Yes.
- All right, so as Dawn mentioned,
when you go on the space inventory site there is a link
to get into the system down here on the right,
FAMIS login and your reports, BI Publisher link
is also here, and those are the things
I'm gonna be going over today.
So when you click it, it'll just be your UVM,
net ID, and password.
And like Dawn said, this is our last year
using this one, FAMIS.
So next year there'll be a new platform.
So that might be good news for some people.
I know that we've received a lot of the comments
over the years about some of the issues in this one.
And I think they're gonna be fixed in the new one.
But a lot of you are familiar with this.
You've probably used self-services
and you'll see two tabs when you log in,
you'll see space survey and self-services.
And self services is where we keep the floor plan.
So if you go in and select a site,
for example, here, I'll select Maine
and I'll go to Pierce Spalding house for an example, 0016,
brings up an image of the building
and you can click on these PDFs to the right
to view the floor plan to ensure their accuracy.
And if there has been a renovation
that we haven't captured, send me an email
and we will get that into the system.
The newer, the PlanOn system that we're going to
has an interactive CAD viewer.
I think that'll give you a little more functionality
that this one we had some issues with.
So that's something to look forward to,
I guess, in the future here.
So when you get to click on the space survey tab,
it'll open the parameter form here.
And your access is tied to your net ID.
So if you leave all of these parameters blank
and just click submit, it will bring up all the rooms
tied to your net ID.
So if you're at the Dean's level in a college, for example,
you'll see all those departments that fall under you.
So you may want to narrow it down a bit,
putting in a site building parameter,
just so you don't get so many returns on,
or that a specific department you can query.
And I can do that on the example here.
So if I wanted to, you can either use these look ups
on the side, or if you know the code,
you can type it in.
But if I click on the look up,
it'll bring up the list of departments
and let's see here, I will open,
this is the test system.
Okay, yeah, I am also in test.
So I was wondering where my department was,
but let's just do this one.
So I'll click, there's my department.
I'm gonna select office of sustainability.
I was gonna do my department,
but the test system does and have it in there,
I just noticed.
So you'll be in the production system
where the data is live, it's a live feed into the database.
This is we have a test that we can test things out
that doesn't affect the live data.
So I'm just gonna click submit on that.
So that'll bring up the list of room
assigned to that department.
And what you'll do is just go down the list of rooms.
So I'll click on the first one here, Room 112,
and this opens up a series of tabs
and a good place to start is to look at the summary tab here
at the end.
And that'll give you an overview of the room.
So it shows you it's an office,
who it's assigned to, the occupants, the function codes,
which Dawn will go over and chart of accounts equipment.
We're not doing this year.
So that's another positive.
So you don't have to worry about that.
And if there's no changes in this room,
if this all looks good
and a lot of your rooms may not change,
you go to the second tab here, room info,
and you're gonna roll this to 2022,
which is the year we're inventorying
and you'll click save return.
And then save return brings you back to the menu
and you'd go down to the next room here.
So I'll click on this one,
and let's say there are changes to this room.
So I go to my summary and I see it's not an office
and some people have moved out or the function's changed.
Then I just go in through these tabs and make those changes.
So room used, I'll start with this one.
And all of these codes, as Dawn pointed out are on the,
I'll go back here.
They're under the resources,
there's room use definitions over here on the right.
But if you have a question, you can always email me
and I can usually answer.
These shouldn't really change your room use
unless there was a renovation
and we should know about all the renovations beforehand,
but sometimes there could be a lag and the time
that we get it into the system.
But if you did need to change it,
you just go to the right and select,
and then click delete, on this one.
And to add it, you will hit this little drop down here,
and that brings up a list of all your codes.
So I'm just gonna make this one a conference room,
let's say.
And so I'll add, and this should add
to 100% in that.
And the system won't let you save it,
all the tabs work that way,
they have to add to 100 or else you'll get an error
at the top of the page here.
And so we ask you to just put in
one primary room use here, okay?
And then I'll move on to the groups tab.
And these are the departments assigned to the space.
And once again, these should be things that are,
since we've went
to the IBB Responsibility Center Management model,
a space request is required,
especially with the Responsibility Centers
of any department moves,
especially if it's between
two different Responsibility Centers.
So we should know about these in advance.
But if you are, like at the Dean's level,
you can make changes to the departments
'cause that's within your own college.
So that's fine.
So if you wanted to add a group, it works the same way
and you would, let me just put in,
let's see, I'll put my old code in there,
even though we don't exist.
We're now planning design construction.
So I'll click add group.
And so these have to add to 100.
So you would allocate these as to the space
they're occupying in there.
I'm just gonna do 50/50 just for the sake of example here.
All right, so I'll move on, so my two groups are in,
I'll move on to my employee tab.
And so you would add any,
all the employees who sat in the space
in the fiscal year and first you select the group
that they're assigned to.
So if I put this group in and then I go to this dropdown,
that brings all the employees up and you can,
so you don't have to scroll through,
you can type in like I'll put my name in here
and you can type a name and it'll bring you to,
hone in the list of values.
And let's see here.
There I am.
I'm just gonna put myself in there, add employee.
So then it you'll see, it puts it in.
Once again, you have to put a percentage
so they have to add to 100.
So I'm gonna put 100.
Functional use is the next tab.
And Dawn's gonna go over this in more detail,
but these are the-
- [Dawn] Mike, would you mind going back and showing,
because of this one having two different departments,
how you would put in both departments need to add up to 100.
- Yeah, so the two departments are 50/50,
so if I did wanna add an employee to the other department,
so I'm gonna put that one in and let's do just add,
yeah, we'll go with,
I'll put this employee in.
I was actually, okay.
So now in this case, each group's employees
have to add to 100 here.
So this one's got to be 100,
as does that one.
So I'm assigned to 11104, this person's 1110.
And each of those has to be 100%, okay?
And then we'll go back to function.
And once again, this works the same way.
So all your departments, especially if you're seeing
all the departments that roll up to you, require functions.
And these are the two digit codes and PeopleSoft,
the three digit codes.
And that crosswalk is also available
on these space, functional usage definitions over here
and the resources.
Okay, so I'm gonna select my group
and I'm gonna put in a function
and I'll do a couple of them here
just to give you, let's say,
now each group's functions have to add to 100
and these need to be,
you have to use your effort certification
and Dawn will go over this
to get these percentages accurate.
It's really critical to get the right percentages in there.
So this one we'll say is, we'll do 100%,
but let's say there were two functions
in this department down here.
So I'm gonna just pick that department
and let's say, I'll do 52.
And then these have to add to 100.
So these two, I'm just gonna do 50/50
for the sake of example and this one has to be 100.
So once again, if you have an error there,
the system will give you an error
when you click save return,
and it'll bring you back to that menu.
All right.
So now the next tab is room contacts,
and you're gonna put yourself in as the space coordinator.
And then we use this one for principal investigators
and research labs.
So that can go there.
Once again, good news is, no equipment this year,
so we can skip this tab.
And then this is your accounts tab.
Now, certain functions
are gonna require a chartstring, require account.
And Dawn's gonna go over this in more detail.
And these are organized by,
they broke them up here
and the operating unit and department,
the fund source, the business unit, and the project ID,
program and purpose, you can use the drop downs
or you can just type those.
And those percentages also have to add to 100 on that.
And Dawn's gonna go over that in more detail
so I won't spend too much time on that.
So once you're done with the room,
go back to that second tab, room info,
and then you're gonna roll that to 2022.
And that's how we know you can run a report.
That's our check that you've finished the space.
You can use this comments box to notify us
of a missing room, or if there was a renovation,
you can email me, that's often easier.
And the other thing is
and Dawn will talk about this too more,
but lab service rooms, if they're serving a primary lab,
you can put that in the comments.
So you don't have to put all those chartstrings
in the service room.
You could just say this service room
services the main lab, the main research lab here.
- [Dawn] Yeah, note the lab.
We also have a couple questions.
So Amira asked, let's say we have two employees
from the same department who have shared a Space
for last few years 50/50, but in 2021,
one of them leaves on July 1st,
would we allocate at 75 and 25%?
If the person left July 1st,
even if it they worked July 1st,
don't worry about the one day.
I mean, that's not gonna be significant enough.
So if they left July 1st, consider them not in that Space
for the fiscal year and you would allocate it based on,
so you'd put the one occupant in there
and then you'd functionalize it based on how
that one occupant used the building,
or excuse me, used the space.
And then we had another question.
What if you did not occupy a space for the whole year?
So if the entire year the space is not used,
then you would use a function code 81 for inactive.
And we have a couple examples of that
when we get to the functionalization
and some examples there, and that's one of them,
'cause it is important that if it is used
for part of the year, you would just functionalize it
based on how it was used for the period it was used.
So we'll go through that again.
But yeah, yeah, it's a good point to that.
It does need to be the entire fiscal year being unoccupied
to use the inactive space function code.
Thanks.
- All right.
So then once again, you're just gonna hit save return
and that'll bring you back to your list of rooms.
So once you go through your list,
we have some reports that you can run.
And those are once again, there's a link to BI Publisher
on the space inventory page.
That'll open up BI Publisher
and this is also, you log in with your net ID and password.
And it'll look similar to this,
it may be a little different
depending on which other reports you have access to.
But if you click catalog up here in the right,
and you're going to expand out FAMIS reports,
you should see, and this folder space survey reports
that you should all have access to this folder.
And if you don't, let me know and we can get that fixed.
And so the first one I'll show
is this chart field space functional use exception
for report, and this one's required when you're done.
Now, another thing to keep in mind is,
so if you make your changes, we import the changes
in the morning.
So they're not gonna show up on these reports right away
if you do them like say you did them right now
and ran this report, it won't show,
they're gonna show tomorrow morning.
Usually we do them between 9:00 AM and 10:00 AM.
So they should show by then.
So this report will show the differences
between your, if there's a mismatch
between the function codes.
So certain functions require chartstrings
and certain chartstrings,
if you have a chartstring
that doesn't have the right function.
So it goes both ways.
It's looking for mismatches on those.
So you want zero exceptions is your goal.
So you go and I can see all departments
'cause I'm an admin, but you'll see
just your departments on this.
So if I went to that one I was using there as an example,
11110, office sustainability.
So I'm gonna just select that department and click apply.
And that's what you wanna see when you're done,
zero exceptions.
But if there was an exception in there,
you can run this next tag here,
the detail and click apply, and it would actually show you,
this one has zero, but it would actually tell you
what room that problem is in.
So then you'd have to go back to your space inventory,
go back into the room and fix those.
It's either a functional, the wrong function code
or a wrong account associated with that function code.
All right.
So that's that, that one's required.
And you're gonna send that one
with your certification to cost accounting
when you're done with the inventory.
Okay, so I'll click on catalog again, go back out.
And there's my folder.
The other report is department room summary.
Now you can start with this report
and this report is basically the same
as when I went into my room here on FAMIS
and went over to this summary
and it gives me an overall room summary.
This one shows that all the rooms, just in one big report,
which could be easier to review your space before you,
so you know where the changes are.
So I'll just go in and pick that same one
and I'll click, okay, you could leave these parameters.
We've defaulted these.
So it's everything in this fiscal year in op
and I'll click apply
and let's see here.
So this is what it looks like.
It's one big report, all the rooms of all the data.
And you can export these, same with the one I just,
the previous report.
If you go up to, you can make a PDF if you click
this button here or there's two ways to do it,
or you could export it to PDF on this wheel here.
So I could just export that, save it out
and then you can save it to your drive.
And if your Dean or director needs to look
once you've completed it, sometimes they like to see
all the rooms and sign off on it.
All right.
And then the third report is the one,
so when I talked about on the room info tab here,
when you're rolling this, this is a check for you and us
to see if you've completed all your rooms.
So this report will show that,
this is the third one down here,
department inventory, progress room count by inventory year.
So that'll show what's been rolled to 2022 and what hasn't.
So once again, this will be tied to your access.
I'm gonna pick my test department here again,
11110, okay?
And then you can keep this parameters all,
this inventory year and then I'll click apply.
So it's gonna tell me it's null value,
that means it's blank.
So none of these rooms have been rolled to 2022.
And then if you wanted to see
which ones you still had to roll,
you click this inventory, room detail tab.
And that actually gives you a list
of each one of those rooms
that still needs to be rolled over to 2022.
And sometimes you'll inventory the rooms
and just forget to do that.
I mean, we all have done it and it's just a matter
of flipping that to 2022.
That's a pretty common thing to happen.
All right, and I think that's all I have to show.
If there's any other questions, I can hand it back to Dawn.
I'll stop.
Oh, okay, I got it.
All right.
- [Dawn] I just had to get my other screen back up
so I could unmute myself.
All right, well, thank you, Mike.
Let's get this moving again.
There we go.
Again, so we're gonna be focusing on the functionalization
and the reason for that is that really informs
the F&A negotiations we have
and really focusing on facilities for that
'cause F&A, for those of you who aren't familiar with it,
F&A is facilities and administrative costs.
And those are for costs that are incurred
for common or joint objectives
that really can't be identified
to any particular sponsored projects.
So I mean, the lights on the building
and insurance allocation, or just regular like the steam
to heat the buildings, that's all real cost
to the university that are required
in order to do organized research, for instance,
and we are not gonna know how much is used
for any one particular sponsored agreement.
So we have a way of determining here are total costs,
and then we allocate how much of those costs
go to each building and then how much
of those building costs go to each functional use.
So how much does instruction cost?
How much does organize research cost?
And we use those allocation methods
in order to negotiate our agreement with the feds.
The administrative piece is capped at 26%
regardless of how much general administration department,
administration sponsored project, administration and so on
is done at UVM to support the sponsored projects.
And UVM, like every other institution across the country
is over that 26% cap, but the feds don't care
and they said, that's all you're gonna get.
So we really need to focus on getting as accurate
as we can with the facilities cost because it isn't capped.
So what are the true costs to the university
for facilities that we can recapture during
our sponsored agreements?
And I know we focus on the rates for sponsored projects,
but we can't get that F&A rate without determining,
well, how are all of our buildings used?
So even our general and like central administrative units,
it's really important to find out how you're using the space
and it informs our negotiation process.
I jumped ahead on this one.
So our cost pools and under facilities
and the uncapped areas, building depreciation,
even though move equipment
isn't part of the inventory process this year for you guys,
movable equipment depreciation expenses
is allocated accordingly,
operation and maintenance expenses
like I was talking about before
and how much does it cost to get electricity
and to heat the buildings,
security costs for the buildings, et cetera.
And the space survey, that is supported by the feds
to be able to determine with sufficient detail
how we've arrived at our rates when we review them
with the cognizant federal agency.
So really, what's the key principles
around functionalizing space?
And we really need to make sure how are functionalizing
the room aligns with the activities in the room.
And universities really talk about the space aligning
with the space to base review.
And so you need to figure out,
how is the space used for the full fiscal year?
And that's really what we're gonna dig into now.
So what are the critical success factors
in functionalizing space?
So really having a firsthand knowledge
of how the space was used during the fiscal year
and then a knowledge of the occupants
and their time in the room during the fiscal year.
So you need to start with those two areas.
So the first step is determining,
so again, focusing on those first two bullet points,
I put on the last slide.
So the first step is to determine,
who is using the space that you're looking at?
And how do they anticipate using that space
through the end of the fiscal year?
You do need to include non-paid individuals,
such as unfunded students and volunteers.
The feds are very particular
about that when they come for the negotiation
and making sure that we've accounted for everybody
who's using the space, even if they are not funded,
because that's the use of the space,
the feds aren't gonna say,
all right, well, we'll pay for all of the space
even though you have these unfunded people in here.
So make sure you're accounting for those individuals,
even if they're not paid.
And if you feel you need to wait until we get closer
to the deadline for certain spaces,
'cause you know, the summer research component
of the space impacts who's gonna be in there
and how it's going to be used,
or you have a new hire that hasn't been hired
and you're not sure how they're gonna be funded,
then hold off on those spaces.
Like Michael Richard said,
using that building room summary report
and running that for all your spaces
and going through those room by room
and making your notes of what changes need to be made.
And just note on there that a certain space
needs to be revisited as we get closer
to the end of the fiscal year
so that you have more informed decision
on how the space is gonna be used.
And we'll go over some impacts of the telecommuting
for units that do find themselves having a lot of people
working from home now when we get a little later
in the presentation.
Again still, so go back to the critical success factor.
So again, still needing to understand
having firsthand knowledge of the space.
So first we looked at step on of who was in the space
and how much time are they in there.
Now we're gonna talk about determining
functional activities and the funding sources for those.
So again, once you know, who's in the space,
you need to determine what did those individuals
actually do in the room.
Whereas for central unit like payroll
or even cost accounting services,
you're really doing general administrative work
and that's not really gonna change year to year,
but your academic units, for instance,
where you have various instruction
or public service or organized research,
you're gonna have people changing throughout the year
or year to year, grants changing year to year.
So really finding out the people
that were in this particular room,
how are they using that space?
And you need to have those conversations
in order to have that firsthand knowledge.
So once you know how they use that space,
for instance, oh, I was working on my grants.
All right, well, we'll get the chartstrings
for those grants that they were working on
and look at the functional use code
in the PeopleSoft chartstring.
And that'll help you determine,
was it organized research?
Was it an instruction grant?
So sponsored instruction public service.
So the chartstrings are important,
so the funding sources supporting that functional activity.
And I have an important note here.
So they have one occupant who uses three different rooms
and is entered into FAMIS spaces three different times.
Each of those spaces aren't necessarily gonna have
the same functional use.
For instance, in their office,
they may have all of their activities in that space.
They may even department administration.
They might have instruction,
they might have department research
and they might even have organized research.
But then when you go to a class laboratory,
you're really only gonna have their instruction
in that space.
They're not gonna have organized research in a class lab.
You're not gonna have department administration
in a class lab.
Same thing with a research or non-class laboratory.
That's where your organized research
or your department research is going to occur.
You're not gonna have your instruction
in a department non-class laboratory
for professor for instance.
So it isn't simply saying, one person's functional uses
in all of the rooms, it's you really need to figure out
what activity they are doing in each of the spaces
they occupy, 'cause it will be different
in each of the spaces typically.
It's important to retain your documentation
such as logs or room assignment lists,
any entry review notes, because again, the feds come in
for the negotiation, auditors will come in
and review information.
So we need to be able to go back to you
and find out how you functionalize the space
to be able to support what is in a space survey
if we get asked.
And this is actually true of any room's coded
as 100% organized research because the feds
will want to look at those spaces.
If they find that, oh, well, we walk the space
and we see you have some grad students
in this space and they're doing homework,
that part portion of their time in that room,
even though that's not really what they are funded
to do in that room, but they're using the room for that.
So that's a caution with students in a room,
grad students in particular,
like find out how much time that they might be doing
some instruction use of that room.
In terms of resources.
So again, we have the space functional use definitions,
the space inventory user guide,
that's a good guide just to use to,
excuse, and includes the inventory checklist.
And the checklist is a good list just to help you organize
the whole process from start to finish,
what reports should I run?
What information should I run
in order to get salary information and accounts
and source or chartstrings for updating FAMIS.
So that's a good checklist to review,
it's at the end of the space inventory user guide.
And again, the guide will walk you through all aspects,
entering information into FAMIS,
running your BI Publisher
goes through this functionalization as well.
Again, the functional use is updated
on the functional use tab in FAMIS.
So again, it will need to add up to 100%
and the percentage breakdown is incredibly important
on this tab.
And so again, getting that firsthand knowledge
of the occupants and how they use the space is important.
And then the accounts, corresponding accounts
will go into of the accounts tab as Michael Richard showed.
We've gone through the FY21 space survey data in detail
as we've been working on the F&A rate negotiation,
or excuse me, the F&A rate proposal.
And some observations that we found is that for PIs,
so this is really your academic units
that have research,
excuse me, I shouldn't say research,
have sponsored projects.
You're gonna have a principal investigator
and these need to be listed.
The feds will come back to us and say,
I wanna walk all the spaces
that this particular principal investigator overseas.
And if they're not listed in this report,
we're missing some.
And that could be very harmful to us as a university
during our rate negotiations.
So we are relying on everybody putting in
their principal investigators which we refer to as PIs.
We would also ask that the space coordinators be filled out.
So you or even if you have another contact
who is helping you with the space survey,
you'd wanna put that person here
so we know who to contact when the feds do come back
and have questions for us.
I see a question here.
So Pat says, "Is it possible to get a report
that shows all employees in a department for a fiscal year,
including those who are no longer active?"
Yes, so Pat, if you go to the checklist
that is addressed in there,
I think it actually just references you
to go to your HR rep individual,
they should be able to have that.
But you should also have,
given if you were to run pay and dist
for just your department number,
that might give you the list you're looking for as well.
Back to the observations.
So then we had a lot more labs or rooms listed
as 100% organized research that were not accurate.
So when we really dug down into the detail,
that 100% could not be supported
and we would be in a lot of trouble
if we had left that there
for the federal rate negotiation process.
So please be very careful in making sure
when you do list something as 100% organized research
that you have firm documentation that supports that.
And that's to say you can have it, it definitely does occur.
But they are pretty rare and you wanna be 100% sure
that there's no unfunded students,
unfunded individuals in there at all,
and that students aren't using it
for some research or lab instruction time.
Oh, I have another question.
Is there an HR summary query to see all employees
at a department?
No, I'm not aware of an HR summary query.
Other than like I said, the pay and dist
and just running that for your department,
maybe just doing a pivot table to just get
the list of names of the individuals and their employee ID,
if that's helpful.
But I believe everybody should have a contact in HR
who could run a list as well.
I can, let me see if I can, here.
I wanna see how we worded it in the space inventory.
Yeah, so your HR present.
So I think this might have been more for
if you aren't able to parent just on your own,
that you might have somebody in your department
that needs to run that for you.
'Cause that that's also the case too.
So you have some people who are responsible
for overseeing the space inventory,
but they aren't necessarily the person
who has access in PeopleSoft.
So I think that's really what we meant by this.
So I would say though that the pay and dist
is probably the way to go.
Oh my God, once again, I need to rearrange things.
Now I took that off.
And then the other thing that we saw that some lab,
oh, so lab service rooms included occupants and accounts,
even though they're functionalized based
on the labs it serves.
And we wanna save you guys time.
So if you're putting in a note that says
that this lab serves, or excuse me,
this lab service room is functionalized based on labs,
100 labs, 102 and 103, then we would refer to those labs
and look at their functional,
you break down those occupants and those accounts.
So you wouldn't need to put in your occupants
in your accounts, into the lab service rooms,
as long as it's functionalized based on those labs
you listed in the comment.
I think that maybe people are getting
to putting in the occupants and the accounts
and taking the time to do that
because of the functional use exceptions report.
So I did wanna make that clear
that you don't have to include occupants
in accounts if you are getting, and that will result
in you getting a functional use exception
because you're gonna be missing accounts.
So as long as you're putting in that comment
of which lab it serves, then your lab service room
can have that exception, but note that when you submit it
to cost accounting.
So save yourself some time there.
And then we continue to still see
some academic department administration space coded as 56,
instead of was used for general administrative space
and vice versa.
So just really looking at your functional use resources
and looking at well, what is really the definition
of department administration versus general administration?
So general administration is really like our central unit,
say cost accounting, planning, design, construction,
payroll, HR, whereas department administration
is more of your academic units.
Just a reminder for FY22.
Again, last year was the first year we broke down
department research and instruction.
And so department research is space function code 11,
and your chartstrings are gonna have a function code
of 291.
And so you do need to make sure that you're reviewing,
especially if you don't recall this being a focus last year,
when you're doing your space survey,
that anything with a previous codes of function,
code 10 in FAMIS, which used to be instruction
and department research to do a review
to break those two pieces out.
Accounts will need to be entered for 291
on the accounts tab, but only if you have organized research
or VCHIP functional use in that space.
If the only thing occurring in that space, for instance,
is department research for 291,
you don't need to spend the time entering in this space,
or the accounts.
And there is a one white check.
So if you do put in a 291 into the accounts tab,
it will look to see that you put space function code 11
into the functional use.
But that one is just a one way check,
'cause again, you can put in space function code 11
and you don't need to put in any accounts.
This is your accounts tab.
And so this chart up here is really to summarize
what chart of accounts you do need.
So I'll just do a couple to explain it
what it's trying to show you here.
So for organized research in the PeopleSoft chartstring,
you're gonna have these four function codes.
And if you have those four function codes
supporting the room,
you're gonna put in a space functional use code of 22
for organized research.
And so this one has a two way exception look.
And so if you have space functional use code 22,
the system, and so that would be in the functional use tab.
And then the system is going to say,
all right, well, if this is what you put in
for functional use code, it's gonna expect to see
at least one entry in the accounts tab down here
with these chartstring function codes,
and the same is true going the other direction.
So if you put in any account codes
or yeah, account codes with chartstring function
of 311, for instance, it's gonna then say,
well, do you have a function code 22
on the functional use tab?
And if those aren't in line, if those don't match,
then you are going to get an exception on your report.
And that's when you'd have to go back in
and correct that issue.
So whether it's needing to update the functional use
for the missing 22 code, or you accidentally left
in an organized research chartstring
that should have been taken out, you'd make that adjustment.
Whichever adjustment is the correct one.
So going down here with VCHIP,
VCHIP is signified by this program code of 0601.
So if you have an account with this in it,
it would go to the functional use tab
and it would expect to see space functional use code 24
and vice versa.
If you put in 24, it expects that you have an account code
of 0601.
And if you have either of these two organized research
in VCHIP, the top two here, you do need to enter in
all of your chartstrings.
That helps us when we're doing our QA
and supporting our rate negotiation with the feds.
So we do need to have an understanding
of all activities going on in those rooms.
And we do a deep dive of those chartstrings.
So we do need to have everything entered.
The ones below that, experiment station,
public service extension, et cetera,
each of these, again, these are gonna be checks
that it goes both ways, but you don't need to fill in
every chartstring supporting that room.
If these are the only ones you have,
like if you could have experiment station
but you could also have department admin, for instance,
you wouldn't need to go put in
your department admin chartstring.
And so I do spell that out here.
This chart is pretty succinct, is smaller,
it's easier to see, but people aren't necessarily clear
on what I was trying to say.
So I wanted to explain it both there
and in these next two slides.
So again, organized research,
you have the PeopleSoft function codes of these four here
and you need to enter all chartstrings.
Again, VCHIP, you have the program code
in the PeopleSoft chartstring
and need to enter in all chartstrings.
Just again, a reminder for department research,
which is the new function code 291 as of last fiscal year.
And you'd have space functional use code of 11,
but you only need to enter in this chartstring,
if you have organized research or VCHIP in that space,
if you don't, then don't worry about entering in
the chartstring.
Experiment station will have these PeopleSoft function codes
and you don't may need to enter in experiment station
if that's occurring in the space.
And again, each of these income expense
instruction funded space, and this is sponsored instruction
or sponsored public service, which are these function codes,
you'd need to enter in those chartstrings.
Same thing with extension research
and extension service funded space,
you'd put in those chartstrings.
And really the remaining spaces don't need
a chartstring at all.
So you don't need to worry about entering it,
if it's like libraries, general administration,
department administration, student administration,
and so on.
So if it wasn't listed in, I'm gonna go backwards,
if it wasn't listed above here in this tab,
or excuse me, this slide, or again, up here,
this is summarizing it here.
If it's not listed there, you don't need to spend the time
filling in your chartstring.
So save yourself that time.
We're gonna start going over some examples
of how to functionalize your spaces.
We're gonna, I felt like this year we would have
a big focus on inactive areas.
So I wanted to bring those
to the beginning of the discussion this year.
So for this example, we have a room that was active
for five months of the year.
Four months was used for organized research
and one month was used for department research.
So we really only wanna focus on the part of the year
the space was actually used.
And we don't really worry about the time it wasn't used.
So of the five months, how did it get used
and what was the breakdown?
So we had four months out of the five or 80% of the time,
it was organized research and one month of the five
or 20%, it was department research.
And so that's how the breakdown would be done
for functional use of that space.
So the question came up earlier,
if a room is inactive for all 12 months of the fiscal year
with no individuals assigned to this space
for any portion of the fiscal year, in that case,
you would functionalize this space as inactive
and that's function code 81.
And just again, to reiterate that this function code
should not be used if it was used for any portion
of the year, this is only inactive
and it takes it out of the rate negotiation
when it's inactive for the entire year.
So this example brings in telecommute
or telecommuting to the discussion.
So an occupant in an office is a staff member
whose one activity in the room is to provide
departmental administrative support.
The occupant salary is funded by one chartstring
with a function code of 501.
This particular occupant used this space
for two days a week for six months
and then later on was fully approved for remote work
for the remaining six months and no occupants
were assigned to their room for that remaining six months.
So really it was used six months of the year,
but it was only used for two days,
but really how was it used when it was,
or what was the functional use of the room when it was used?
And that's really what you wanna focus on,
how was it used when it was used?
And so in this case, you have one activity in the space
with function code 501.
And again, if you were to look
at the functional use definitions, that function code
aligns with space code 56 for department administration,
and it would be assigned for 100% of the room.
So there's been conversations of,
all right, well now we have people working remote
two days a week and so two people are sharing a space.
How do we handle that?
In that case, you would list both occupants
and you would have a conversation
of how are they each using it when they use it
and weight the functionalization accordingly
based on how they each use it when they use it.
All right, so before I move on,
is there any other telecommuting questions
that people had they that wanted to address?
All right, I'm not seeing any,
but if any come up, let us know and we can reach out,
I could follow up with you.
Moving on to income expense.
So in this example, we have one room occupant
as a staff member who's one activity in the room
is to provide income expense.
The occupant's salary is funded by two chartstrings.
So chartstring number one has a fund value of 150
for your income expense and the second chartstring
has a chart field value fund 100 and function 201,
which is instruction.
So in this example, the only activity
that's going on in the room is the income expense.
Even though this individual is funded
by two different chartstrings,
the only activity this person does in this space
is income expense.
So you're only gonna focus on number one,
the chartstring number one,
and you will assign the auxiliary space code 50
for 100% of that room use.
And unless this person's instruction time is done remotely,
you would expect that this person
would have at least one other space
that they'd be assigned to given the fact that faculty
aren't doing instruction remotely,
you'd expect to see probably this person listed
in a classroom and likely in office as well.
So this person may be listed again in three different spaces
like I mentioned earlier in the presentation,
but the only thing that this one person is doing
in the income expense space is income expense.
So you wouldn't put instruction in that space as well.
Again, focusing on who was in the space
and how did they use it for the time period
they were using it.
I had another one.
For non-institutional agencies.
So this is when you have a non-paid individual
using the space.
We need to account for that.
And there's various reporting that gets done for this.
And so the space survey informs us on how to respond
to those, which it can impact our bond usage
of finance buildings and various
different reporting capabilities.
So in this example, you have a non-paid UVM
visiting professor who uses a UVM research space
or research lab to collaborate
with one UVM researcher during the fiscal year.
The two occupants share the lab equally during the year.
In this case, we're really focusing on the fact that
for 50% of that space usage, we're gonna list it
as non-institutional agency for space code 72
for this non paid individual.
And we'll assume that we did the review,
that the UVM researcher was 100% paid
from organized research and that was the only thing going on
in this room.
But the main point is here, the non-institutional agency,
when you have somebody who's a non UVM employee
using the space.
Gonna take a sip of water.
Excuse me.
The next couple are gonna be really focused
on your academic areas that have research.
So I think I have three or so more examples
to go through that are gonna be specific
toward lab spaces and to support that work.
So for a research lab space, we have two occupants
in the lab.
Occupant number one uses the lab 40 hours per week,
and is paid by organized research.
The second occupant uses the lab 20 hours per week,
and is paid by department research.
So in this example, you can look at the lab
of how many hours is the lab being used.
And so a total of 60, and for 2/3 of that,
it's gonna be organized research and excuse me,
1/3 of that is department research.
So that's one way to functionalize it.
And again, document how you came up to that conclusion,
and you would functionalize the space
on the space functional use tab
and FAMIS as 67% organized research,
which is space code function 22
and 33% department research space code function 11
in that case.
And this was your lab space.
Again, both labs and labs service rooms
should have your principal investigators
assigned to them as well like I mentioned earlier,
and we're gonna look at a lab service room now.
So the functional classification follows the labs it serves.
And in this case, it serves multiple labs.
The first lab is 100% department research
and it's 100 square feet.
And the second lab is 100% organized research
for sake of argument in this example.
And that one is 200 square feet.
And so similar to the hourly method we looked at earlier
of who was using the space, this is a square footage method.
So this lab serves two, excuse me, this lab service room
serves two labs that total 300 square feet.
Well, 1/3 of that is department research,
as we see here for the first lab
and the second lab is 2/3 of the space that it serves
and that one is organized research.
And so you would functionalize the space functional use tab
and FAMIS is with this breakdown here.
But again, you don't need to go in and fill the occupants
and the chartstrings in FAMIS for this space.
As long as you put in the comments
which lab rooms it serves.
Yep, so that's all covered.
Just another example of a lab space.
And this one, you have four occupants in the lab,
one is a PI, one's a lab tech and the other two
are graduate assistants.
The 100% of the funded activity in the room
is organized research funds.
But again you know that the graduate assistants
are occasionally using the lab for studying time.
So they're running processes,
and while they're waiting for the systems to finish,
they're gonna take out their homework
and they're gonna start working on their homework.
Well, if the feds come in and they do the review,
well, yeah, they're 100% funded for organized research,
but you know that they're doing some study time in there.
So we need to make sure we're getting a sense
of how much study time is occurring in that space,
even though it's not funded time
and put an appropriate amount in there.
So 2-5% generally is reasonable
from the feds perspective.
If it's substantially more, you'd wanna account for that
and make that instruction time.
All right, so we have another office space.
So a professor teaches two courses
and has four active sponsored grants
and provides some public service.
So Pat asked what chartstring to use for study time.
So in that case, you would use a chartstring with 201.
So usually whatever the department,
general department 201 chartstring,
their department number source, like 10001
unless they do have a specific instruction chartstring
that they're allocated to for other work.
Okay, and so office space, so they have a professor
teaches two courses, has four active sponsored grants
and provides some public service.
The professor states that they use their office
primarily for research.
And the function codes of the chartstrings
on their effort report are consistent
with how they use their office
and you'd have that conversation with them.
And so that their breakdown was 80% organized research,
15% department research, and 5% public service.
So this comment here of I use it primarily for research,
well, you'd have the knowledge of,
well, here's what your funding sources are,
it's primarily research.
Does this report, the breakdown of how you feel
you've used your office and have that professor validate
those percentages and don't make that assumption
'cause they may say, oh no.
I mean, I actually do a lot more for public service
in my office than I realized
'cause I don't have another space
I do that in for instance.
I'm not really sure, but you basically the point being,
you need to validate the breakdown
of their office use as well.
All right, so this is the last one,
so for those of you again, academic units
that have a department chair
that their department chair position
is going to be a second position number in PeopleSoft.
So you would wanna look at the FTE
and weight them accordingly.
So in this example you have a professor position
which is 50%.
So it's a 0.2 FTE, excuse me.
And that 0.2 FTE is funded 50% by organized research
and 50% by department research.
Then you have the 0.8 FTE for the department chair,
which is funded 100% by department administration.
And so should this space be 100% department
and administration and the answer is no,
you really need to wait all of their activities
and if they say that they use their office space
for all of their activities and in this case,
you would do the 0.2 FTE that for 50%.
So basically 0.2 times 50 is 10% for organized research
and department administration and the 0.8 at 100%
at 80% of the time the use of the room
for department administration.
And this is how you would break down the 100%
for your functional use codes for PeopleSoft.
So that's it for my examples for functionalization
and I'm just gonna go over some ways to do some QA
on the results that you've entered into FAMIS
to make sure what you've done is accurate and complete.
So again, you wanna make sure that your FAMIS,
the rooms in FAMIS have the correct inventory year
and it's our recommendation that that's your final step.
That's how you know that you've completed that room.
So you've made all your updates.
The last thing you do is flip that room to say 2022,
and you would run this department inventory progress report
in BI Publisher and if you want directions on that again,
it's page 30 of the user guide
and just make sure you don't have any null rooms.
And if it is, you'd wanna look, see if you missed
that room entirely and still need to make your updates
because it wasn't on a list initially
or if you've already inventoried it
and you just missed flipping the year in FAMIS,
just go back in and mark it as 2022.
The functional space is supported
by the funding chartstring.
So again, you would on run your space,
functional use exception report in BI Publisher,
and have no exceptions there.
If exceptions exist, when you run that
you'd want to determine,
do you have the right accounts listed?
Did all those get updated or is your functional use entry
incorrect and figure out which one's incorrect
and make that correction.
And you again, would see that updated in BI Publisher
the following day after Michael Richards
does the import process.
Again, if you have lab service rooms
where you're not entering the occupants and the accounts,
you'd have exceptions on your report
because you are missing the accounts,
but make sure you have your comment about which labs
it was functionalized based off of
and just make your note to cost accounting
when you send in your information,
the completion that those rooms are functionalized
based on the labs it serves.
And again, the department room summary report.
This to me, I think is the best place to start
and to finish.
You run it to begin with and see, what was the room
looking like last fiscal years, FY21,
and has the room use changed?
Have the occupants changed?
And if the occupants changed, then you have to make
the updates for there.
And then from of occupants, then you have the conversations
about how did they use the space.
And so really you have it on one page,
all of your previous information
and can make your notes as to what
the corrections should be.
Run it again, after the end of the process,
after you've updated FAMIS and make sure you've captured
all of the changes for the current fiscal year.
So that's really your QA process
once you've completed the inventory.
So once you've completed the inventory and the QA process,
what are the department requirements?
So you to email your certification form
to cost accounting or cost account at uvm.edu
and that needs to be signed by the responsible official,
who is approved it for accuracy and reasonableness
for FY22 inventory.
And then you also need to send in
the space functional use exception report
from BI Publisher with no exceptions.
Again, with the caveat for the space service rooms
and that you've noted those accordingly in FAMIS.
This is an example of the space inventory form.
It's not the whole form.
And you fill in some more information
about your department and such,
but you just put in FY22 here.
We pulled out the information about equipment
because that's not part of the inventory this year.
Again, this can be found under forms on our website.
And then again, you'd send that in.
The individuals you contact if you have questions,
you'd contact Michael Richard if you had questions
about FAMIS and room custodial changes,
room type determinations, building diagram requests,
and physical changes to the space layout
and other space data related questions.
If you have any questions regarding functionalization
or accounts, you can reach out to myself
or to Lindsay Donovan.
And again, this is our new web address here
for the space inventory page.
And then lastly but not least, a reminder of our deadlines,
it opens today.
Physical space changes are due to Michael Richards June 1st
so that they have time to be inventoried.
You need to get your final changes into the system
on June 13th, the 14th is when Michael Richards
will do the final import.
And you can get the information at a BI Publisher
on the 14th or any updates you do on that day.
It's important to know that you don't wanna run
your reports on the 14th for the time
and then find you have all of these space exceptions
that need to be fixed.
So make sure you're running that and completing it
prior to the 13th.
And then June 15th is the final snapshot from FAMIS
over into PlanOn, the new space inventory system.
And then in the spring of next year
is when we plan to roll out the new space survey training.
Those of you who do work orders
or other things in FAMIS right now have training on PlanOn
earlier than that for other aspects,
but space inventory would not be until next spring.
Oops, and just to reiterate the learning objectives today,
we are going over the importance of the space inventory,
understanding the process from start to finish,
how to classify space and we wanted to give you guys
the tools and available reports and resources
for being able to complete the space inventory.
And I'll just open it up to see,
we did leave it as two hours because we weren't quite sure
if telecommuting would bring about
a bunch of extra questions this year or not
and we don't have the equipment section this year.
So if you guys don't have any questions,
you get some time back in your day, but it definitely stay.
If you have any questions or wanna go over certain scenarios
specific to your units and we hope that you'll be enjoying
the new system next year, but it is important
to get all your spaces done
by the deadline June 13th this year,
and spread the word that that's
when we need to get it done by.
A hand raise.
I'm not sure I can.
So it looks like, Pat, is your hand up?
- [Pat] Yeah, I've got a question.
- Okay.
- [Pat] Did you cover, what happens if somebody telecommuted
for the entire year?
- Okay, so if their space was still assigned to them
because the official telecommuting agreement
wasn't in place at the very beginning of the year,
so if the space was still reserved
for a particular person for that period of time,
you'd wanna functionalize it based on that period of time
of how that person would've used it
if they were in the space.
Similar to how we did last year.
Assuming COVID didn't happen,
we don't have any official telecommuting agreement
with the electronic approval process,
functionalize it on how the assigned individual
to that space would've used it.
If it was a space where, all right,
we know this person's telecommuting,
and we are repurposing the space and renovating it
and it's inactive for that reason,
then you'd put inactive, but otherwise focus
on how they would've used it if they were there.
- [Pat] Okay, got it.
Thank you.
- No problem.
- [Josie] I have a quick question.
- Okay.
- [Josie] On those same lines,
so we all telecommuted in my department for the whole time.
But we were occupying, we still had space assigned to us
in the Hills Building from July through mid-November,
and then the Hills Building was being rehabbed
and we were basically evicted out of the Hills Building.
So we no longer had that space as of November,
whatever the date is, I'll have to see what the date was.
But sometime in November, we physically moved
all of our belongings, all of our office equipment
out of Hills.
And now we only maintain one small office space
on Water Tower Hill.
So for the spaces in the Hills Building,
I don't need to somehow indicate in FAMIS
that we were only there from July to November.
I would just functionalize the space based on
when we were there, who was in the space
and what it was used for, but I don't need to indicate
that we were only in that space until,
or assigned that space until November.
- Yeah, Mike, do you wanna chime in there?
I think in that case, we'd want her to put in a comment
of that they vacated that space 'cause then you'll close out
that allocation, is that accurate?
- [Michael] Yes, that's accurate.
Yep, just give me the dates and we can go in
and split that for you.
Now in the new system, you'll be able to do that, on PlanOn.
There's actually effective dating on moves.
- [Josie] So to put another monkey wrench
and then to ask us for like we're a grand program.
And so our fiscal year runs differently
than your fiscal year.
So every year I have to divide the chartstrings
as to how to pay for the space
based on when those chartstrings are active
for our fiscal year versus the space time
that you're asking us to allocate for.
- What does the grant year switch over?
- [Josie] So our grant year runs October 1st
to September 30th.
So in this case, again, we weren't there,
we weren't in the building at all for any of this time,
but we were assigned this space actively
for your fiscal year purposes, from July till November.
So for our fiscal year, it's gonna run one fiscal year
from July till the end of September
and then for October, till whenever we are in November
is gonna be that other like month
and a little bit onto a second chartstring.
So I guess again, I just wanna make sure-
- I think in this example, because of the uniqueness
of the situation, focus on the first year of the grant.
You said it went through September?
- [Josie] Yeah.
- Yeah, I think that's fine for what we need
for defending those spaces in Hills.
So just make sure you have those,
'cause the functional use isn't gonna change, right?
It's still the same purpose, whether it's organized research
or public service, it's organized research, right?
- [Josie] It's actually,
I think it falls under public service.
- Oh, service. Okay, sorry, I had that backwards.
So yeah, so that's not gonna change.
So I think in that case, as long as that doesn't change,
then the other grant is just a new year
of the same functional use, then you can continue
to use the, just put in through
the September 30th chartstring.
- [Josie] Okay, so just put the one chartstring in
and just make note of all of that in.
- Yes, yeah.
And so it can just be one comment in the comments box,
just saying that our space vacated Hill,
the space in Hills on November 1st
or whatever the date is due to renovations.
And 'cause you guys aren't moving back in that, right?
- [Josie] We're not moving back in,
given he's moving into Hills, so no, we're not.
- Yeah, okay.
And then for that other space in Water Tower Hill,
are you guys all like rotating using that space?
- [Josie] Nope, it's just one person.
We have one physician who works there full time every day
and then the rest of us, the rest of the department
is still telecommuting, so we literally just have one space
for the one person in it.
- Okay, sounds good.
- [Josie] Okay, thank you.
- Then I think we have, so chartstring and a function code
is needed for instruction when there's organized research
or VCHIP in the room.
Yes, so if you know you have,
so anything that supports anyone in the rooms
that have organized research or VCHIP.
So if you know that there's individuals
that are using that space some of the time just to study,
you'd wanna put in for a reasonable portion of time,
whether it's two to 5%
of your department's instruction chartstring
to account for that use of time.
'Cause basically the feds are gonna say,
well, I'm not paying for the time that these individuals
are studying in there.
So you need to make sure that you're accounting
for a portion of the time that is used for them
to do their schoolwork basically.
So just using a departmental,
general department instruction chartstring is okay there.
That wouldn't be the case, so say you had
an instruction lab, like you don't have to,
and there's no sponsored activity in that room.
You don't have to put any chartstrings in that space.
All right, so the next question,
how should temporary employees hired
through staffing agencies be entered in the system?
So they would be considered non-institutional agency.
Yeah, 'cause they're not UVM employees.
'Cause that that'd be like Spirion
and yeah, I'm gonna double check that,
but that's I believe how we've handled those in the past.
So if I have a correction to that statement,
we will send it out to the group to let you know,
- [Josie] Follow up on that to you,
not to be a huge pain in the butt.
- No, this is what this is for.
- [Josie] So I was just talking to you about the Hills
and all of that.
- Yep.
- [Josie] So the employee that's sitting in that space
on Water Tower Hill started as a Australian employee for us.
And then he actually was hired full-time as a UVM employee.
Do I need to delineate the amount of time,
the amount of months that he was
a non institutional agency and then put his name in again
as a second person, even though he is the same person
and put him in as a regular employee
because he became a UVM employee?
- Yeah, so he'll only appear once.
So that's the other thing to the other questions.
So the individual who is never hired as a UVM employee,
and they're a temp agency,
they're not gonna be in the dropdown menu
as an occupant to even be able to put them.
If they had, well, Michael, is that true
if they're not paid, 'cause they probably
still have PeopleSoft HR job record
because they need to have access to the systems.
So they're probably in there
as affiliated organizational employee,
but they don't have payroll.
So yeah, so in the occupants tab
you'd have affiliated employee like do you have the-
- [Michael] Yeah, if they're not in the dropdown,
we do have that affiliated category they can select
and that's I think how we've directed them in the past.
- Yeah, so Josie, I would say yes,
you would want to do both in that case,
put affiliated organizational employee
and put that person's actual name in there as well
and account for whether it was 50/50,
or however much time the person was a temp
because in reality that's what the feds
would expect us to do.
- [Josie] Okay, thank you.
- Thanks.
Right, did I miss any questions in the chat?
I think I've gotten them all.
I don't see any hands raised.
So yeah, so that's it for today.
Thank you all for taking the time to go through
the training with us today and definitely email us
as questions come up and we will be glad to help out
and I can.
So thank you all very much.
- Thanks everyone, yep.
- Take care.
- [Participant] Thank you, bye bye.
- [Participant] Thank you.
- Thank you.