Office of Facilities Planning

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Welcome 2008 SoM Space Certification Training
Presented by Office of Facilities Planning
Management
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AGENDA
Introductions - 5 mins Certification Impacts -
Tim Gadus OFPM 10 mins Space Certification
Training - Vivian Jones OFPM 40 mins How Your
Space Is Coded and Why - David Ida CMA 10
mins Certification Timeline - Vivian Jones
OFPM 5 mins
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8,530 rooms 1,300,000 nasf 2,100,000 gsf 84
Buildings
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Why is Space Certification Required?
Indirect Cost Recovery Approximately 176,000,000
University-wide gt 22,000,000 SoM Recovered Space
Costs
SoM Utilities, Maintenance Operating costs
42,880,323
Track SoM Leased Property 13,530,479 gt500,000
gsf
SoM Operating Budget Space Cost Component
Internal and External Audit agencies review
iSpace data
CIRM Funding 43,000,000 SIM-1 Construction
Grant CIRM Funding 47,000,000 Research Grants
Inter Entity Lease Agreement - SHC, LPCH and SoM
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Inter Entity Lease Agreement - SHC, LPCH and SoM
Any space in SHC and LPCH buildings occupied by
SoM Faculty Staff
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Space Certification Process

• In iSpace, run and print Room Detail Report for
  your Org Code
• Walk your space and make notes regarding changes
• In iSpace, update any room records based on
  walk-through
• Print Certification Report and review with DFA
• If changes needed, update iSpace and re-print
  Certification Report
• DFA signs Certification Report and sends e-mail
  to CMA, Department Chair, and SoM/OFPM

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Space Coordinator's Responsibilities

• Attend one-on-one iSpace Training with OFPM
  Staff
• Discuss changes w/DFA
• Update iSpace monthly as changes occur
• Update Room Types
• Update Functional Uses
• Insure iSpace records reflect usage over Fiscal
  Year
• Annual Certification
• Maintain Space Documentation

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DFAs Space Responsibilities
- Discuss changes w/Space Coordinator - Funding
Changes - hESC Research and Funding - PI Room
Assignments - Staff Changes/Moves - Renovations -
Review Shared Space - Review Sign
Certification Report

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OFPM Space Responsibilities
Review All Room Changes made by 45 SoM Space
Coordinators
Update Deans space
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What Space Should You Maintain in iSpace?
All SoM owned and leased buildings
Any space in SHC and LPCH owned and leased
buildings, occupied by SoM Faculty staff
Note All space changes/updates for the Clark
Center are to be sent to Heideh Fattaey via email
to hfattaey_at_stanford.edu and cc
medspaceinfo_at_lists.stanford.edu
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• Each year in July, the Howard Hughes Medical
  Institute conducts their annual space allocation
  review. Changes in the allocation of space
  between HHMI and the SoM, including those for the
  following conditions, must first be requested by
  the appropriate SoM Chair, and the Dean of the
  SoM and approved in writing by HHMIs Vice
  President for Biomedical Development.
• New HHMI appointments
• Conclusion of an appointment
• Reassignment of a HHMI facultys primary
  office, lab, dedicated support and
• administrative space
• All departments sharing space with HHMI, should
  schedule a meeting ASAP with HHMI to review any
  changes for FY 08/09 certification. Please
  contact John Kennedy 5-7542 to schedule a meeting
  to discuss the space assignments.
• SoM Departments with HHMI Investigators -
  Biochemistry, Developmental Biology, Psychiatry,
  Biological Sciences, Neurobiology, Molecular
  Cellular Physiology, Microbiology Immunology,
  Bioengineering, and Pathology
• FACT HHMI occupies over 66,000 nasf in SoM
  Buildings

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To Do List for 2008

• Add Clinician Educators to rooms they occupy
  (Room Type 369) - Clinician Educator Faculty line
  include Clinical Instructor, Clinical Assistant
  Professor, Clinical Associate Professor, and
  Clinical Professor (Patient Care P and other
  Functional Uses)
• Update Stem Cell Research Attribute coding
• Make Functional Use consistent with the research
  in the space
• e.g. Coded to R but actually L - Departmental
  Research
• Review Lab and Lab Support space assigned to
  SHARED
• Complete any missing explanation or outdated
  explanation in the Research Explanation field,
  especially CIRM awards, for rooms coded to
  Functional Use R - Organized Research
• Space being held for faculty recruits should be
  coded inactive E and assigned to TBA
• Are your Room Types coded correctly ? (e.g. 251,
  252, 253)
• Add Occupants to Room Contact Attribute field
• Department common space should be assigned to the
  Chair or Division Chief
• e.g. Room Type 461, Departmental Library -
  SOM CHAIR, BIOCHEMISTRY

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To Do List for 2008 - Stem Cell Research
Stem Cell Attribute Definitions RSCL - Registered
Human Embryonic Stem Cell Lines NSCL -
Non-registered Human Embryonic Stem Cell
Lines PPV - Human Pluripotent Cells DERV -
Derivatives from Human Embryonic Stem Cell Lines
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To Do List for 2008 - SoM in SHC LPCH Space
144 Clinician Educators in iSpace Room Type 369
Clinician Educator 26 Buildings 127
Offices 15,100nasf 119nasf avg SoM occupies gt
100,000nasf in SHC and LPCH buildings And
appropriate Functional Use Coding
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To Do List for 2008 - Functional Use Coding
Make Functional Use consistent with the funding
for the research in the room
PAGWZ, PABBM, HAKFQ
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To Do List for 2008 - Documenting Organized
Research
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To Do List for 2008 - Space Coded to Shared
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To Do List for 2008 - Space Coded to TBA
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To Do List for 2008 - Space Coded to SoM Chair or
SoM Div Chief
Examples Department Library Dept. Conference
Rooms Pantry/Kitchenettes
Do not assign department common areas to
individual faculty.
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To Do List for 2008 - Room Type
ROOM TYPE 251 LAB - RESEARCH, WET Lab used
primarily for laboratory experimentation,
research or training in research methods or
professional research and observation or
structured creative activity within a specific
program(s). Room construction is driven by use
of chemicals, biological agents, and/or other
hazardous materials that have special
infrastructure requirements for HVAC, exhaust air
treatment, compressed air, gases, vacuum,
electrical and/or plumbing. Rooms are typically
built to accommodate the safe use of biological,
chemical or radiological samples and outfitted
with chemical resistant benches, chemical storage
cabinets, eye wash showers, safety equipment and
(in many cases) fume hoods. Includes labs in
fields such as molecular biology, cellular
physiology, pathology, biology and chemistry.
ROOM TYPE 252 LAB - RESEARCH, DRY Lab used
primarily for laboratory experimentation,
research or training in research methods or
professional research and observation or
structured creative activity within a specific
program(s). Room construction is driven by
specific research science requirements with
limited or specialized chemical usage
requirements. Rooms typically have special
infrastructure requirements for HVAC, high
electrical or plumbing demands and/or built in
support equipment. Room may also have unique
architectural elements due to vibration,
acoustic, temperature, size or special
ceiling/wall considerations. Includes engine
labs, laser labs, fluid dynamics labs, MRI and
cyclotron facilities, materials analysis rooms
etc.
ROOM TYPE 253 LAB - RESEARCH, BASIC Lab used
primarily for professional research and
observation data gathering computational/theoret
ical or structured creative activity within a
specific program(s). Room has no and/or
extremely limited use of chemicals and/or toxics
and the resulting special equipment needs. This
room may have lab benches, or may be setup with
workstations, work tables or other
furniture. Includes computer lab rooms,
layout/workrooms and interview/observation rooms
used for research.
ROOM TYPE 369 Office - Clinician This office
is for the School of Medicine's physicians in the
'Clinician Educator' line, including Clinical
Instructors, Clinical Asst Professors, Clinical
Assoc Professors and Clinical Professors."
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To Do List for 2008 - Add Occupants
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FUNCTIONAL USE CODES
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FUNCTIONAL USE CODES
Instruction means the teaching and training
activities of an institution. Instruction
includes all teaching and training activities
whether they are offered for credits toward a
degree or certificate or on a non-credit basis,
and whether they are offered through regular
academic departments or separate divisions.
This Space should be coded to Function Code I
Departmental Administration occurs in offices and
multiple-use rooms (e.g., stockrooms, department
lounges) which service or provide support to
academic department operations. This space is
recognized as administrative or supporting
service areas that benefit multiple departmental
activities. This space should be coded
Departmental Administration A
Other Institutional Activities (OIA) include
major activities of the University that the
federal government will not allow to be charged
directly or indirectly to contract grants.
Examples of OIA Space include the
following Fundraising, Faculty consulting time,
General public relations activities, Student
organization activities. These activities
should be coded to Functional Use Code C
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FUNCTIONAL USE CODES
Organized Research is research and development
activity that is either Sponsored Research funded
by a grant, contract or cooperative agreement
with federal and/or non-federal sponsors or
University Research as defined in Stanfords
policy on Classification of Sponsored,
University, and Departmental Research. This
Space should be coded to Function Code R Clinic
or SHC work done by Faculty or University
employees in your academic department space is
coded P - Patient Care. Clinical Trials are
Organized Research
Patient Care activities are those associated with
the diagnosis and treatment of patients, which
are not related to Instruction, Departmental
Research or Organized Research. Patient Care is
clinical and generally is reimbursed from a
health-care provider. This Space should be
coded to Function Code P. Clinic or SHC work
done by Faculty or University employees in your
academic department space is coded P - Patient
Care. Clinical Trials are Organized Research
Departmental research means research, development
and scholarly activities that are neither
sponsored research nor competitively awarded
University Research. This research may be funded
by unrestricted operating budget, gift,
endorsement, or affiliate funds i.e., any funds
except an externally-funded sponsored grant,
contract or cooperative agreement, or
internally-funded, University-sponsored
project. This Space should be coded to Function
Code L
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FUNCTIONAL USE CODES
Temporarily Unassignable areas (Room Type Codes
080 - 089) are those portions of a building that
are either (1) unfinished or unusable or (2)
under alteration (including space awaiting
renovation). If the space was temporarily
unassignable, it should be coded to the
appropriate room type and Function Code X
Inactive space is that which could be occupied
but voluntarily is not for longer than 3
consecutive months. This space should continue to
be assigned its normal Room Type Code e.g.,
office, lab, classroom but be functionalized as
"E" Inactive space. This Space should be coded
to Function Code E.
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FUNCTIONAL USE CODES
Auxiliaries, Hospital non-Stanford Entities
related space is used for activities that are not
directly related to teaching, research,
administration or OIA. All auxiliaries and
non-Stanford entities, including Stanford
Hospitals and Clinics, should be coded to
Function N. Examples of non-Stanford entities
that code their space in iSpace are SHC,
LPCH and Howard Hughes Medical Institute (HHMI)
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Documentation for Organized Research
The objective of documentation is to allow an
independent person to review a departments space
and to understand the basis for its coding.
Documentation is CRITICAL, because the space
inventory is subject to federal and other audits.
The DCAA maintains that written documentation,
including room assignments, use logs, interview
notes, is acceptable and preferable. For space
used by multiple departments or for multiple
functions, and for non-office space coded to
Organized Research, documentation should state
the following Who used the space How
the space was used, e.g., Dr. Smiths NSF
grant How the functional coding was
determined How the Percentage of Use was
determined The name of the occupants or
persons familiar with how the space was used The
federal government specifies time retention
requirements. Documents should be retained for
three years after the calculated Indirect cost
rate is submitted, or until all litigation,
claims or audit findings involving the records
have been resolved. A-110, Section 53 9g
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Managing Change
The labs on the third floor of Grant on the East
Wing underwent major renovations. iSpace will
need to be updated with new times periods for
renovation as well as when the renovation was
completed. All space must be done in a timely
manner and not held until the end of the year.
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Managing Change
Before Renovation
After Renovation
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Space Certification Process

• In iSpace, run and print Room Detail Report for
  your Org Code
• Walk your space and make notes regarding changes
• In iSpace, update any room records based on
  walk-through
• Print Certification Report and review with DFA
• If changes needed, update iSpace and re-print
  Certification Report
• DFA signs Certification Report and sends e-mail
  to CMA, Department Chair, and SoM/OFPM

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Room Detail Report aka Walking Report
Note Time Period for Current Fiscal Year
displays the complete history of all rooms a
department has occupied.
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Room Detail Report (Excel) aka Walking Report
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Room Detail Report (Excel) aka Walking Report
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Make Changes in iSpace
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Submitting Room Changes
iSPACE does not have an Authority Routing system
but does have an FYI notification system
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Certification Report
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Certification Report
This report lists your space first, then the
signature page, and finally a list of other
departments pieces of rooms they share with you.
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Certification Report
DFA signs and dates
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Determine Functional Coding (SII page 16)

• iSpace should reflect how the space was used over
  the 12 months of the fiscal year (Sept 1 thru Aug
  31) - the composite functional use for the
  year.
• Methods of determining coding
• General knowledge of the activities performed in
  the room.
• Interview of the rooms occupant(s).
• Interview with the most knowledgeable person
  (PI).
• Use Logs
• Analysis of Revenue (for Service Centers or labs
  that charge for use).
• Report only functional activity levels that are
  measurable and supportable.

Dave Ida - Cost and Management Analysis
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Academic Functional Coding

• Space functional coding is based on the
  activities in the room.
• The funding of the activities may help determine
  the coding, however
• The room coding should NOT be based solely on the
  source of the SALARIES of the occupants of the
  room.
• Example of research lab
• A room is determined to be a Research Lab (Room
  Type Code 251) used 100 for Dr. Smiths
  NIH-funded research.
• The sole occupant of the lab is a Research
  Assistant (RA) who receives part of their salary
  from department budget and the remainder from the
  NIH-funded grant.
• Per discussions with Dr. Smith and the RA, it is
  determined that while in the lab the RAs level
  of effort is 100 Organized Research.
• In this case, the occupants salary funding is
  NOT an accurate reflection of this rooms
  activity and, the functional coding of this room
  should be 100 Function Code R.

Dave Ida - Cost and Management Analysis
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Academic Functional Coding

• Example of a lab with 2 sources of funding
• A lab is used for research and is funded 80 by
  an external sponsor and 20 by the department
  operating budget.
• If the operating budget portion supports the
  sponsored research activities
• 1. during the active sponsored funding period,
  the room should be coded 100 to Func Use R.
• 2. before or after the active sponsored funding
  period (except for cost overruns), the room is
  100 to Func Use L.
• If the operating budget portion does not support
  the sponsored research (it is for activities that
  are unrelated to any sponsored projects), the
  room should be coded 80 to Func Use R and 20
  to Func Use L.

Dave Ida - Cost and Management Analysis
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Academic Functional Coding

• Example of looking at the activities in the room
• A laboratory room is used for a sponsored
  research project. Is the room 100 Func Use
  R?....At first glance, yes. Howeverlooking a
  little further
• The Principal Investigator (PI), a technician,
  and two Research Associates occupy the room. The
  PI also teaches, but the PIs presence in the lab
  is to perform the research, not to grade papers,
  which the PI commonly does in the office. The
  RAs and technician are present to perform
  research for the PI. So far, so good
• However, any non-research activity, if it occurs,
  should also be reported by function in the room
  coding. In this case, the Research Associates
  use the lab for their classroom-related teaching
  activities, because they were not assigned office
  space in the department. Thus a portion of the
  room would have to be coded to Instruction, even
  though the funding of the room is all through the
  sponsored project.
• As always, the use of space should occur with
  regularity rather than sporadically in order to
  estimate a reportable percentage of use.

Dave Ida - Cost and Management Analysis
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Organized Research - Function Code R

• ORGANIZED RESEARCH is space used in two major
  categories of activity (SII page 21)
• 1) Sponsored Research
• Government and Non-Government grants and
  contracts
• Also includes Research Participation Agreements
  (RPAs) and Research Training Grant activity
• 2) University Research
• University funds for individual projects that are
  specific accounts
• Also includes cost sharing and OTL funded
  research
• This is directed research with a defined work
  statement and formal report.
• Space in support of Organized Research for
  administrative activities performed by
  researchers (reports) and others (e.g.
  accounting) should be coded to Func Use R.

Dave Ida - Cost and Management Analysis
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Departmental Research - Function Code L

• WE MUST CHECK FOR THE FOLLOWING
• (Especially if the PI has other non-sponsored
  PTAs in their name.)
• On-going independent research unrelated to any
  sponsored or university research activities (SII
  page 20). Uses department funds that can come
  from outside source (e.g. unrestricted gift
  funds) but is NOT separately budgeted and
  accounted for.
• Research done with seed monies provided by a
  school or dept to initiate research that may
  later become funded (for new PI).
• Departmental funds provided to carry on research
  while in-between active sponsored projects or
  grants.
• Departmental Research should not to be confused
  with Cost Sharing.

Dave Ida - Cost and Management Analysis
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Organized Research Documentation

• We have two alternatives for Func Use R
  documentation for all Non-Office Space (e.g.
  labs, service rooms, specialty rooms).
• Enter detailed info in the Research Explanation
  field in iSpace or
• Refer to other documentation - Func Use R Doc
  Forms, sponsored project lists, other existing
  data.
• See SII Appendix C.
• Use existing documents to support coding whenever
  possible
• room assignment rosters
• room sign up logs
• graduate and research associate appointment
  sheets
• Copies must be made and kept with the Func Use
  R Doc Forms.
• Sponsored Projects List from ORA
• List of all sponsored projects accounts by PI
  with expenditure data.

Dave Ida - Cost and Management Analysis
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Sponsored Projects List By Department

• Sponsored Awards are PAAAA to WZZZZ
  (Note CIRM will start with UCxxx)
• Oracle List of Award Sponsors
• http//fingate.stanford.edu/staff/resources/job_ai
  ds.htmlidaccount
• select the Award Range Table
• FUND QUERY
• https//ofweb.stanford.edu8051/pls/OF1_PRD/XXDL_C
  HECK_FUNDS.start_query

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Special Situations

• Proposal Writing in NON-office space
• for a grant or contract is coded to Dept Admin
  (DA) - Function A
• for a gift is coded to Other Institutional
  Activities (OIA) - Function C
• Visiting Scholars and Emeritus Faculty in
  NON-office space
• Visiting scholars with their own funding are
  coded to OIA
• Emeritus faculty not working (without projects)
  are coded to OIA
• However, if working, code to appropriate
  function.
• Coding Academic Service Centers - (see SII page
  37)
• Usually functional coding is determined by a
  Revenue Study.
• Fundraising Activities in NON-office space are
  coded to OIA

Dave Ida - Cost and Management Analysis
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• FY 07/08 SoM Space Certification Deadline
• September 30, 2008
• DFAs must send an email by October 5th stating
  your space has been reviewed and certified for FY
  07/08
• e-mail to dida_at_stanford.edu (ORA/CMA)
• cc must be sent to the Chair of your
  department
• cc medspaceinfo_at_lists.stanford.edu (OFPM/SoM)

Sample Email I certify that I have reviewed the
Space Certification report for VMTS, SoM Senior
Associate Dean for Finance, and verify that the
occupancy and use of the space is correct to the
best of my knowledge.
NOTE The signed Certification Report must be
kept in your Department Space Binder
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Contact List for Assistance
Room Numbering, Room Measurements, Floor Plans
and iSpace Access

• SoM - Facilities Planning Management
• Vivian Jones
• 724-3109 vibrant_at_Stanford

• SoM - Facilities Planning Management
• Tim Gadus
• 498-4426 timgadus_at_stanford

University Space Policies Guidelines

• ORA/CMA - Space Coding
• David Ida
• 725-7565 dida_at_stanford

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Helpful URLs
iSpace iSpace.stanford.edu Space Inventory
Instructions stanford.edu/dept/ORA/gcrs/space.html
Office of Facilities Planning Management
medfacilities.stanford.edu Space Certification
Information medfacilities.stanford.edu/space/Spac
eCertification.htm Space Occupant
Link https//maps-secure.stanford.edu/sims/fims/oc
cupants/info.cfm Stanford Building Search
maps.stanford.edu/sims/building/building-search.c
fm Stanford Fund Query https//ofweb.stanford.edu
8051/pls/OF1_PRD/XXDL_CHECK_FUNDS.start_query OM
B Circular A21 www.stanford.edu/dept/Internal-Audi
t/ www.whitehouse.gov/omb/circulars/a021/a021.html
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Please complete the Space Certification Training
Survey https//med.stanford.edu/survey/spacecert
training2008/
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QUESTIONS ???
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Thank You !!