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Title: Space inventory & allocation system user manual
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Permanent Link: http://ufdc.ufl.edu/UF00091010/00001
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Title: Space inventory & allocation system user manual
Physical Description: Book
Language: English
Creator: University of Florida
Publisher: University of Florida
Place of Publication: Gainesville, Fla.
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Bibliographic ID: UF00091010
Volume ID: VID00001
Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: All rights reserved by the source institution and holding location.

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Table of Contents
    Front Cover
        Page 1
        Page 2
    Table of Contents
        Page 3
    Main
        Page 4
        Page 5
        Page 6
        Page 7
        Page 8
        Page 9
        Page 10
        Page 11
        Page 12
        Page 13
        Page 14
        Page 15
        Page 16
        Page 17
        Page 18
        Page 19
        Page 20
        Page 21
        Page 22
        Page 23
        Page 24
Full Text



Space Inventory &

Allocation System

User Manual

Welcome JodII
Sy .- .... d,
I A- V A l-FAcu DEVELOPMENT
. .INSTITUTIONAL R .Cn H .
0o01 HRIFF NWL R LO DU W LL fl I Ef03020000lRE OFFICi OF ADM fI O\s 5 24
Ce ifa l nd uthdrlan f ,pare must b, co ete by tUNE 3 O. 20O 1
Statu l Report/cer fy Space View User M -nual (PDF )
Repot Menu Vie Ust of Allocaon Dehntimons
Space Wo~rksheet (Excel) View Ust of Rooam Use Codes (PDF)
^ Completed Report- 2002 Ask a Question (via Emal)
completed Report- 2003 R o Prblm
Completed Repo 200
Completed Repot 2006



Finance & Administration
Facilities Planning & Construction
Office of Cost Analysis
March 2007
survey. facilities.ufl. edu

UF UNIVERSITY of


UF FLORIDA






































































Page 2







Outline


I. Introduction ................................................... Page 4
G getting Started .................................... ............ Page 5

II. Accessing Space Inventory and Allocation System .......Page 7
a. Online Security Request
b. Recommended System Requirements

III. M ain M enu................... ................................. Page 8

IV. Room List

a. Room Information Screen ............ ................ Page 9

b. Space Change Request Screen .......................... Page 9

c. Add Missing Room Screen ............ ............. Page 10

d. Occupancy Verification
1. Adding Occupants............................... Page 11
2. Moving Occupants ............................ Page 12
3. Copying Occupants ........................... Page 13
4. Removing Occupants............. ............. Page 13
5. Viewing Occupancy History................... Page 13
6. Verifying Occupants ........... ............... Page 13

e. Space Allocation
1. Entering/Submitting Information ............. Page 14
2. Definition of Categories...................Page 14 20
f. Project Verification
1. Adding Projects ................. ................. Page 21
2. Moving Projects .................................. Page 22
3. Copying Projects ................................. Page 22
4. Removing Projects................ ............. Page 22

V Status Report .............. . ............................. Page 23

VI. Certification/Authorization Process ................... Page 24

VII. Where to Get Help ................. ..................... Page 24


Page 3







I. Introduction


University of Florida (UF) uses a web-based computer application
called Space Inventory and Allocation System to annually collect in-
formation on how university buildings and rooms are being utilized.
The system was been developed as a joint effort between Contracts
& Grants Accounting Services and Facilities Planning and Construc-
tion.

The information gathered as a result of this survey is used for many
purposes. One objective is to assist with development of the Facili-
ties & Administrative (FnA) Rate Proposal to the federal govern-
ment. Another purpose is to inventory UF space and internally track
and monitor how well the University's space is being used.

There are two processes to reporting space certifying and authoriz-
ing. Different individuals within the department must complete each
of these processes. The Office of Cost Analysis requires that author-
izers be at the Chair or Director level (similar to Payroll Certifica-
tion.) Exceptions can be made for departments that have a TEAMS
Business Manager.

The results obtained through use of the space survey can literally
translate into millions of dollars in funding for the University of Flor-
ida. Whether you certify or authorize space for your department,
you play a critical role in the University of Florida's compliance with
federal and state guidelines, and its quest to remain competitive with
other educational institutions.


Page 4







Gathering and Preparing the Information for Input

Step I Before you enter information into the web-based system, you need to
become familiar with the space allocation categories. See Space Allocation Sur-
vey Category Descriptions on pages 14 through 20 for a complete description of
each category.

Step II Interview your room occupants. A feature of the Space Inventory
and Allocation Survey is the ability for each department to export to Excel a
listing of all the buildings and rooms for which they are responsible. (See
Space Inventory and Allocation System/Reports subheading on page 8.) You
can then use the Excel worksheet as a tool to interview the occupants on how
the space is being utilized. This is the department's record that the individual
and his or her supervisor provided and agreed to the space allocation informa-
tion. Your department's authorizer may wish to review the data with you
before you enter it into the Space Inventory and Allocation System. You must
retain a copy of this information in your office in the event your area is au-
dited.

Please call Cost Analysis at 392-5778 if you have any questions about the
space allocation categories or which category to use in a specific situation.

EXAMPLES

When preparing to allocate (spread) the use of a room, the question to be
answered is, "Over the entire fiscal year (7/1 to 6/30), how was this
space used?" The person responsible for reporting should interview the
occupants) of a room in order to determine all uses for the room during the
fiscal year.

It is important to understand the differences and relationships between activ-
ity (effort) reporting and space allocation reporting. Activity reporting meas-
ures how an individual's time was used during a specific period. However,
when a space administrator interviews occupants of a room to find out how
that space is used, he or she is asking what activities were performed in that
space. There is not necessarily a one-to-one relationship between activity
reports and space. For example:

A professor reported his/her activity for all three semesters of a
year as 60% Organized Research, 30% Instruction (including advise-
ment), and 10% Department Administration. This represents the
time spent on these activities by the professor. Two rooms are
assigned to this professor: an office and a laboratory. After the
space administrator interviews the professor, the following is clear:


Page 5







Teaching is performed in classrooms that are allocated in a
separate department as instruction. The professor's lab is
used 20 hours a week, entirely for organized research. It is
therefore allocated as 100% Organized Research in the Space
Inventory and Allocation system. The professor's office is
used approximately 15 hours a week and is estimated by the
professor to be used 70% for Instruction, 10% for Organized
Research, and 20%0 for Department Administration. The office
is therefore allocated accordingly in the Space Inventory and
Allocation System.

If a Room Has No Occupants

Identify the use of the room through talking with the chairperson and/or the
people who utilize the room and allocate accordingly.

Example: A departmental mailroom, conference room, or shared equipment
room are examples of rooms that may not have assigned occupants.

If a Room is Used for One Purpose

Identify what purpose the room was used for and allocate it accordingly.

Example: A research lab used only for organized research funded by a spon-
sored agreement would be allocated as 100% Organized Research.

If a Room is Used for More Than One Purpose (Joint Use)

Estimate the percentage of time the room is used for each purpose. This should
be based, as stated earlier, on interviews with the persons) who use the room.
Avoid simply splitting the room 50%-50% or 33%-33%-34%, unless
this is an accurate representation of how the room was used.

Example: If a lab is used for departmental and organized research, it would be a
joint-use room. A faculty member might use his or her office for
work related to instruction, departmental administration, and clinical
practice. These are examples of joint use of a room and the room
should be allocated according to the percentage of each activity per-
formed in the room during the fiscal year.

If a Room Has Been Vacant or Under Renovation

Determine the appropriate percentage of the year that the space was vacant.
Normal absencesfor breaks and vacations do not mean a room is vacant.


Page 6







Example: A room that was vacant (empty) for 3 months would be allocated as
25% vacant /renovated and the remaining 75% spread under the
appropriate categories reflecting how the room was used during the
rest of the fiscal year.

Remember, the question that must be answered for each room, office, and lab
is, "Over the entire fiscal year, how was this space used?"


II. Accessing Space Inventory & Allocation System

a. Online Security Request

In order to access the Space Inventory and Allocation System, you will need to
have your department's Security Administrator create a security request
through myUFL. They will need to enter your UF ID, department ID and one
of the following roles:
UF N INDCOST SPALLOC_BROWSE,
UF N INDCOST SP ALLOCCERTIFY or
UF N INDCOST SP ALLOCAUTH.



b. Recommended System Requirements

Required:
Resolution: 800 x 600
Browser: Microsoft Internet Explorer 5.x or higher or Netscape Navigator
4.x or higher
Javascript must be enabled
Cookies must be enabled

Recommended:
Resolution: 1024 x 768 or higher
Browser: Microsoft Internet Explorer 5.x or higher


Page 7










III. Main Menu



Once you have obtained security permissions to access the Space Inventory &Allo-

cation System, the first screen to appear is the Main Menu.





Welcome Jodi!


" I__ 1" _" _ L_ ... .


-o T-r - r-r -
0004 GEORGE PEABODY HALL 122
0005 GEORGE S, SMOTHERS LIBRARY 94
0006 NATHAN P. BRYAN HALL 113


0009 TOWNES R. LEIGH HALL 129
0010 BH, GRIFFIN W.L, FLOYD HALL 75
MORE


DEFT AMEJ l 'S
02010000 VICE PRESIDENT'S OFFICE 42
02Oll100 PV-ADMINISTRATION 3
02020000 PV FACULTY DEVELOPMENT 2
0200000 PV-HONORS OFFICE 11
02050000 PV-INSTITUTIONAL RESEARCH 15
02060000 PV-WRITING PROGRAM 24
02090000 PV-UNIV CTR-EXCELLC IN TEACH 8


03020000 RE-OFFICE OF ADMISSIONS 24
MORE


System Status: The system is open for occupancy, allocation and project edits.
Certification and Authonzat on of space must be complete by JUNE 30, 2007


T Status Report/Certify Space
I Report Menu
l Space Worksheet (Exce)
gt Completed Report 2002
SCompleted Report 2003
l Completed Report 2004
j Completed Report 2006


View User Manual (PDF)
13 View List of Allocation Definitions
S1 View List of Room Use Codes (PDF)
SAsk a Question (via Email)
Report a Problem


po Box 115050
352.392,256


View Selections

Users can view their space by building or by department. If a user has more than

ten buildings or departments, all of their buildings/departments can be viewed
by clicking on the link for "MORE".



System Status

The status of the system will display on the main menu. When a survey is not in

progress the system will only be open for occupancy edits and space change re-
quests.



Help Screens

Help screens are available throughout the application to guide the user when
completing the survey. They can be found by clicking on the I i icon.


Page 8










IV. Room List

1100 I -SI KM R G A


Fdfer r y Bidqg 'i .. r 6 _,,.1 ] J. :

FdterbyFloor AlIIlI:j:'l r
PaQe I 2 4 56 16 b IlUll 21 i I U 15 I' Ii &J 2~1 -.
InfBuo in Floor Room Room Use


0008 KEENE-FLINT 01 0109 CLASS
HALL
0008 KEENE-FLINT 02 0250 OFFICE
HALL
0008 KEENE-FLINT 02 0251 OFFICE

0008- KEENE-FLINT 02 0252 CONFER
HALL 02 0252 CONFER
0008 KEENE-FLINT 02 0254 OFFICE
HALL 02 0254 OFFICE
0008 KEENE-FLINT
HALL 02 0255 OFFICE
0008 KEENE-FLINT 02 0256 OFFICE
HALL
0008- KEENE-FLINT 02 0257 OPEN C
HALL
0008 KEENE-FLINT 02 0258 OPEN C
HALL
0008- KEENE-FLINT 02 0260 OFFICE
HALL
0008 KEENE-FLINT 02 O
HALL 02 02-E OFFICE

0008 KEENE-FLINT
HALL 02 0262 OFFICE
0008- KEENE-FLINT
HALL 02 0264 OFFICE

0008 KEENE-FLINT 0 066 OFFICE

0009 LEIGH HALL 02 0200 OPEN CL

0009 LEIGH HALL 02 0200A RESEAR
0200 RESEAR
0009 LEIGH HALL 02 0200S RICEE

0009- LEIGH HALL 02 0202 OPEN Cl
0009 LEIGH HALL 02 0202A OFFICE
0009 LEIGH HALL 02 0204 CLASS

0009 LEIGH HALL 02 0206 RESEAR
RE


LABORATORY





ENCE ROOM

SERVICE





LASS LABORATORY

LASS LABORATORY


J.lp Le sli I GO


44 2 Rooms
Sq Ft cnq cupants Allocabon Promects

664 0 L/ /

217 0 V *


SERVICE 41

SERVICE 41

409

155

LASS LABORATORY 742

CH/ NONCLASS LAB 187
CH/ NONCLASS LAB 14

LASS LABORATORY 587

169

LABORATORY 1,004

CH/ NONCLASS LAB 247
PORT A MISSING ROOM


The room list will display 20 rooms at a time with navigation controls at the top

and bottom of the screen. The list contains room information, floor and room

numbers, room use, square footage, change request, occupant update status

symbols, space allocation status symbols and project information status symbols.



a. Room Information Screen

Select the 0 symbol to view the room information detail screen. Review the

information on this screen for accuracy. If any errors in the utilization are de-

tected, select the back arrow button and click on the room number to allow you

to make a space change request.



b. Space Change Request Screen

If you have the proper security you will be able to click on the Room Number

and the Space Change Request screen will appear: ** Note: Ifyou are not able to

click on the room number and create a space change request, please refer to page 7 on

obtaining the proper security.


Page 9


'/

I-


X

I/
*









I/



I-
I-



'I

I-
N -
I-

I-

*-

*-

*-

*-

*-

*-
Net









This form is used to let Facilities Planning and Construction know about changes
to the room.



Building: ,.,J.i31 'rJ1ivEF -iTT .1.,LI 1.T > ILI r Floor: *- Room: 01'
D e p t : 1 ",5 ,' ,I ', F I -. L I J l E I T A L I E I T :, P i ,. r l


Wrong Dept' r New Dept:[
Room Use: J -IFFI- E
Sub Use: OFFICE
Comments: I


. SUBMIT i3 (ANCEL


For example:

1. If the room should not be assigned to your department, check the Wrong
Dept box. If you know which department the room should be assigned to,
insert the correct Department ID in the New Dept field.
2. If the room use has changed, choose the correct Room Use selection from
the drop down menu. Update the Sub Use of the room in the same way.
3. If there has been any physical change to the room in the past year, make a
note in the Comments field. Facilities Planning and Construction will visit
the location and revise the floor plan and square footage information.

After completing the Space Change Request Form, click the Submit button and
you will be returned to the room list. A number should now appear in the
Pending Requests column indicating how many requests have been made for that
room. Certification cannot occur until all Pending Requests have been resolved.
Continue with the survey.


c. Add Missing Room Screen
If you need to add a room that is missing from your department's assigned room
list, click on Report a Missing Room. A window will open with a form that will
allow the user to request the addition of a room.

S 0006 BRYAN HALL G 0114 OFFICE SERVICE 75 % X /
S0006 BRYAN HALL G 0115 OFC . ---- 71 K K '
S REPORT A MISSING ROOM Next >>


Page 10









d. Occupancy Verification
During a survey period, each record in the Room List screen (See Page 9) will
be preset with the following symbol X. This symbol represents that the record
needs to be reviewed. Click on the icon to update and verify room occupants.
During non-survey periods, an .3 will appear instead, but occupant changes
will still be allowed.


Building: iI:1.! .iiJa .EI : iT,
Name
F PIERRE,ALEXANDRA
r SHANAHAN,JAKE LIAM
r ZINNA,AMY GRACE
F COLLIER,WALTER,III
r IRBY,JOHN RAYMOND


"I.,C T *-i.irl Floor: *
Title
Transfer Student
STUDENT
--UNKNOWN--
IT Expert
STUDENT


Roon: i .. FFi. SF: 1 -
Phone PS
392-1900 Y
392-1900 Y
392-1900 Y
392-1374 7257 Y
+1 5-40 2707496 Y


ADD REMOVE X MOVE 0


COPY a HISTORY d) VERIFY V


The Current Occupants screen will show all occupants that were reported in last
year's Space Inventory and Allocation Survey. Review the occupants who are
reported in the room. Occupant information including title and phone comefrom the
UF Directory. If any of this information is incorrect, the UF Directory should be updated.


Adding Occupants
To add a new occupant, select ADD. You can search for an occupant using
their UF ID, last name or Dept ID.


Search By ONE of the following choices:
UFID LASTNAME
I Ismith.a
(no dash)

Type in a UF ID or last se I ear I
name and click on search.


IPajel I


DEPT ID

( darts)
You also have the
ability to search
by Dept ID.


I SMITH,ABRON DEVIONN OPS GROUNDSKEEPER PPD-OPER EG GROUNDS-MAINT
Click on the "Add?" to add occupants to cHNICIAN AG-WILDLIFE ECOLOGY/ CONSERV
the room. You can select more than one. 'KR PPD-BLDGSRVC CONTRACT SRVC
N-
SMITH,AMANDA C POST DOC ASO AG-HORTICULTURAL SCIENCES
SMITH,AMIE K SR A/P PRO SPC JN-WUFT-TV PROD CTR-ADMIN
SMITH,AMY A AST PROF AND PROG DIR MD-PEDS-HEMATOLOGY
SMITH,AMY M OFFICE MANAGER MD-EMERGENCY MED-CLINICAL
SSMITH,ANDREW JOSEPH STUDENT MD-MOLECULAR GENTCS / MICROBIO
SSMITH,ANGEL MARIE --UNKNOWN- MD-PEDS-CHILD ABUSE PREVENTION
OADD OCCUPANTS


The first ten results will be displayed. Use the navigation tools to scroll through
the search results until you find the name you are looking for.


Page 11


I CURRENT OCCUPANTS 71l C










Moving Occupants
Occupants can be moved from one room to another without being removed
and added again by using the "MOVE" function. This will remove the occu-
pant from the current room and move them to a new room.


Select Occupants

ding: i' -I'' IJTH r
Name
r MATHIS,RENEE C
F OGAWAWENDY M
F WORLEYELIZABETH D


E P, l MALL Floor: Room: '!' *FFi'-E SF: -' 1
Title Phone PS
Executive Secre 392-2397 1215 Y
Secretary Y
--UNKNOWN-- 392-6091 Y


Moving occupants will remove them from their current room and add them to the room selected below.



Building: 0006 BRYAN HALL
Room: 0100- OFFICE

Move Out Date: n3-92-207 [m
(MM-DD-YY') I"- r

MOVE 7 CANCEL


Select the occupants you wish to move and select the building and room to
which they will be moving. You must also enter the move date in a MM-DD-
YYYY format. Once this information has been entered click "Continue" to com-
plete the move.
Copying Occupants
Occupants can be copied from one room to another by using the "COPY" func-
tion. This is especially useful in instances where a professor and research assis-
tants occupy both an office and a laboratory or more than one lab. This function
will copy selected occupants of the room to a new room.


Building q i"...,- rjNoT-arjr I, : j n a.. Floor.. Room: *!., .-r,, i SF: -I
Name Title Phone PS
r MATHIS,RENEE C Executive Secre 392-2397 1215 Y
r OGAWA,WENDY M Secretary Y
r WORLEY,ELIZABETH D --UNKNOWN-- 392-6091 Y

Copying occupants will leave them in their current room and add them to the room selected below.


Building: 10006 BRYAN HALL .
Room: 0100-OFFICE

ir COrt DICANCL

COPY Lii CANCEL 1


Page 12









Removing Occupants

To remove an occupant, select the occupants you wish to remove and click on
the Remove link. If the occupant listed never occupied the space and needs to be
removed from this space entirely, change the start date to match the end date in
the "History" screen. The date which the occupant was removed will be auto-
matically entered by the system.



Viewing Occupancy History

To view the history of a room, select the "HISTORY" function. You can edit
the occupant's begin and end dates by clicking on the date you wish to change.

OCCUPAI l-' mmi "NC HISTR a


Building. rF.,i. rjTiTnilarj i f l LL
Name Title
DAUGHERTY,ANN M Senior Secretary

OLECH,CARLY DANIELLE Public Relations Account Execu
MATHIS,RENEE C Executive Secre
CLOUSE,RACHEL W Sr Secretary
BUMATAY,KEVIN L STUDENT ASST
WORLEY,REBECCA ANNE Program Assistant
OGAWA,WENDY M Secretary
GUBIN,AARON --UNKNOWN--
PATRICK,KATELIN Y OPS OFFICE/CLER
YOUNT,EMILY L --UNKNOWN--
CLOUSE,AMANDA KAY --UNKNOWN--
WORLEYELIZABETH D --UNKNOWN--


Floor: Room: *1i 'jj 'iI .E 5F: .1
Phone Start Date End Date
+1 352 2736745 07-01-2001 08-04-2002
09-27-2002 04-04-2003
tive 05-13-2002 05-16-2003
+1 352 3922397 1215 07-01-2001
+1 352 3927992 1316 07-01-2001 06-30-2004
+1 352 3922397 07-01-2001 12-27-2001
+1 352 3920381 07-01-2001 07-17-2003
05-19-2003
05-06-2004 06-30-2004
07-01-2001 08-15-2001
+1 352 3922397 1283 05-15-2006 05-19-2006
08-23-2005 05-04-2006
+1 352 3926091 08-29-2006


BACK


Verifying Occupants

The final step to Occupancy Verification is to officially Verify Occupants. To do
this, click on "VERIFY". Once you have verified occupants, the icon in the oc-
cupants column of the Room List will change from a f to a V. You are now
ready to go to the Space Allocation Screen for that room.


Page 13








e. Space Allocation
Entering/Submitting Information-Each Space Allocation record will be
preset with the X icon. This icon indicates that the room needs to be allo-
cated. During non-survey periods the Space Allocation and Project information
screens will not be available for input. Click on the X to update the Space
Allocation.

SPC ALCTOS0


Building: 0006 NATHAN P. BRYAN HALL

Category %
Administration Departmental [F
Administration General F
Administration Practice Plan FO
Administration Sponsored Project F
Administration Student
Instruction F
Instruction Sponsored F
Research Departmental F
Research Organized F


Other Sponsored Activities


FO


Floor: G Room: 0100 OFFICE SF: 351

Category %
Agricultural Extension F
Auxiliary/Other Institutional Activities IF
Governance F
Library F
Operations & Maintenance F
Patient are F
Public Service F -
Union Activities
Vacant or Under Renovation
Total: F0


E SAVE CLEAR X CANCEL

*Note: If you have any questions regarding the space allocation categories,
or how to properly fill out this form,
please contact the Office of Cost Analysis at 392-5778


The certifier must allocate the room 100% to one or more of the above catego-
ries. If the total does not equal 100%, an error message will be displayed.
Choose the allocation categories using the following definitions:


Departmental Administration (DA)
Use this category to report space used for administrative and supporting services
that benefit common or joint departmental activities or objectives in academic
deans' offices, academic departments and divisions, organized research insti-
tutes, study centers, and research centers.

Academic deans' offices: Space attributable to administrative functions.


Academic departments: Space attributable to the administrative work
(including bid and proposal preparation for new awards) of faculty (including
department heads) and other professional personnel conducting research and/
or instruction shall be allowed.


Page 14







Includes space used for:
General departmental office functions, including that of a chair and de-
partmental staff, secretarial, clerical, assistants, and administrative offi-
cers.
Administrative functions in deans' offices.
General departmental services, including mail distribution and telephone
service.
Development of bid and proposal for new research activities.
Departmental conference room.


Does not include space used for:

Direct administrative effort related to a specific course. That is consid-
ered Instruction.
Direct administrative effort related to a specific sponsored project and
funded by the sponsored project. That is considered Organized Research.
Space used for undergraduate or graduate coordination. That space is
considered Instruction.


General Administration (GA)
Use this category to report space used for activities of the general executive and
administrative offices of the University and other activities of a general character
that do not relate solely to any major function of the institution: i.e., solely to
Instruction, Organized Research, Other Sponsored Activities, or Auxiliary/Other Institu-
tional Activities. This category is only for areas that benefit the entire
university.

Includes space used by:
President's and vice-presidents' offices.
Institution-wide financial management, business services, budget and
planning, personnel management, and risk management.
Office of the General Counsel.
UF Bridges.
Finance and Administration.
Central administration of health affairs.
Payroll.

Does not include space used by:
Activities within non-university-wide dean's offices, academic depart-
ments, organized research units, or similar organizational units. That
space is considered Departmental Administration.


Page 15









Practice Plan Administration (PPA)
Use this category to report any and all space used in support of clinical practice
activity, including administrative activities related to the Faculty Practice Plans.

Includes space used for:
Administrative and support services for the billing, collection, and distri-
bution of professional fees.
Faculty effort related to scheduling, reviewing patient charts, or other
administrative activities related to clinical practice.
Administrative support to faculty for any activity related to clinical prac-
tice.

Does not include:
Actual health care delivery and/or treatment. This is considered Patient
Care.


Sponsored Project Administration (SPA)
Sponsored Project Administration includes all activities performed by Contracts
and Grants offices (Main, EIES, & IFAS) and the Division of Sponsored Re-
search. These organizations are designated primarily to administer sponsored
projects. It also includes individuals in large research departments who devote
100% of their time to Sponsored Project Administration.


Student Administration (STU Adm)
Space used for activities for the administration of student affairs and for services
to students. Includes: offices of Deans of Students, Admissions, Registrar,
counselors, as well as student health and the infirmary.

Instruction (INS)
Use this category to report space used for all teaching, training, and instruc-
tional activities, whether offered for credit toward a degree, certificate, or on a
noncredit basis. Includes all activities related to teaching, such as preparation,
grading, labs, and assistance to students registered in class.

Also includes space for:
Syllabus production, exam preparation, textbook orders, and roster
preparation.
Formal classroom teaching.
Academic counseling and advising students.
Course preparation.
Departmental libraries that are not part of the library system.


Page 16









Sponsored Instruction (Spo Ins)
Use this category to report space used for specific instructional or training ac-
tivities established by a project, contract, or cooperative agreement.

Does not include space used for:
Research training. That is considered Organized Research.


Departmental Research (DR)
Use this category to report space used for research development and scholarly
activities that are not Organized Research and, consequently, are not separately
budgeted and accounted for.

Includes space used for:
Research-related activities that are funded with unrestricted funds, such as
miscellaneous donors, combined projects or allocation of overhead funds.
This includes Gap and Start-Up funding.

Organized Research (OR)
Use this category to report space used for research and development activities of
an institution that are separately budgeted and accounted for.

Includes space used for:
Sponsored Research. This includes all research and development space
used for activities that are sponsored by federal and nonfederal agencies
and external organizations. This category includes space used in the
training of individuals in research techniques (commonly called "research
training") where such activities utilized the same facilities as other re-
search and development activities and where such activities are not in-
cluded in the instruction function.

Examples: Outside Sponsored Research, such asfederal, state, or local govern-
ment; Industry; and Foundations.

University Research. This includes all research and development space
that is sponsored by institutional funds and is separately budgeted and
accounted for. This type of organized research is awarded after review
of an internal application for support of a specific project.

Examples: Division of Sponsored Research (DSR) Opportunity Fund projects.

Other Sponsored Activities (OSA)
Use this category to report space used for sponsored projects that are not Organ-


Page 17







ized Research or Sponsored Instruction. (These projects used to have a FLAIR
(SAMAS) expansion option (EO) of 14 or 16.) They are designated by the
agency as "Other Than Research."

Examples of such programs include:
Children's Medical Services.
Mother/Infant Care Services.
Sponsored Museum Exhibits.
Sponsored Journal Editorship.
Sponsored Conference.

Agricultural Extension (Ag Ext)
Use this category to report activities involving the Institute of Food and Agricul-
tural Sciences' (IFAS) Cooperative Extension Service.

Auxiliary/Other Institutional Activities (Aux or OIA)
Use this category to report space used for all activities of an institution that are
not specifically assigned to other categories.

Includes space used by:
Residence halls, dining halls, student unions, intercollegiate athletics,
bookstores, faculty housing, chapels, theaters, public museums, and
other similar auxiliary enterprises.

As well as space used for:
Development and fund-raising.
Intercollegiate activities.
Public relations.
Rare book collections.
Service Centers/Recharge Centers/Specialized Service Facilities.

Also includes space used for any other function, the activities of which are unal-
lowable per OMB A-21.


Governance (Gov)
Use this category to report space used for any significant effort devoted to col-
lege and university-wide committee assignments.

Does not include space used for:
Undergraduate or graduate coordinating/advising. That is considered
Instruction.


Page 18









Library (Lib)
Use this category to report space used for the operation of the libraries in the
university library system. Library administration should also be reported to this
category.

Includes space used for:
Storage of books and purchased material of the library.
Reading areas.
Study rooms.
Library administrative room areas.

Specifically includes:
Library West, Smathers Library, Marston Science Library, Education Library,
Journalism Reading Room, Music Library, Architecture and Fine Arts
Library, Health Science Center Library, Borland Library (Jacksonville),
Map and Imagery Library, Mead Library (P.K. Yonge), Veterinary Medi-
cine Reading Room, and Legal Information Center.

Does not include space used for:
Small departmental libraries that are not a part of the official university
library system. That is considered Instruction.
Rare book collections, which should be reported as Auxiliary/Other Insti-
tutional Activities.

Operations and Maintenance (O&M)
Use this category to report space used for the administration, supervision, op-
eration, maintenance, preservation and protection of the institution's physical
facilities.

Includes space used by:
Physical Plant Division (PPD).
Facilities Planning & Construction offices.
Environmental Health & Safety offices.
University Police Department.
Campus Mail.



Patient Care
Use this category to report any and all space used for clinical practice activity,
including the treatment of patients related to the Faculty Practice Plans.


Page 19







Patient Care includes space used for:
Health care delivery and treatment rooms not related to research or
instruction.
Patient care rooms (if any are assigned to your department).

Does not include space used for:
Administrative and support services for the billing, collection, and distri-
bution of professional fees.
Faculty office space when used for scheduling, reviewing patient charts
or other administrative activities related to clinical practice.
Administrative support to faculty for any activity related to clinical prac-
tice.
These are all considered Practice Plan Administration.

Public Service (Pub Svc)
Use this category to report space used for assigned duties such as serving as a
consultant to local, state or national agencies; serving as an officer in profes-
sional societies; acting as an editor for a professional journal.

Union Activities
Use this category to report space used for effort expended on United Faculty of
Florida (UFF) or Academic and Professional Assembly (APA) activities.

Vacant or Under Renovation (Vac Ren)
Space that is closed, entirely unused, empty, or undergoing renovation. Space
that has been unused during part of the year should be shown at the correspond-
ing percentage that it was vacant.

For example: a room that was empty, due to renovation, for three months
would be shown as 25% Vacant or Under Renovation on that fiscal year's Space
Allocation Survey.

NOTE: Normal absences for breaks and vacations do not mean a room is va-
cant. Also, a room does not have to be used a specified number of hours a
week. A dissection room for instruction used three days per week by students
and unused the other four days would be allocated as 100% Instruction.

f. Project Verification
If the room was allocated to Organized Research or Other Sponsored Activities,
the associated project numbers must be added to the room. This can be done
from the "Current Projects" screen which can be accessed by clicking on the X
or the V icons.


Page 20









Adding Projects
To add a project, select the "ADD" link. You can search for a project using the

project number, PI UF ID, Department ID or a title keyword.
A list of active projects will appear:



Search by Project, Dept ID, PI UFID, or Title
Project Dept ID PI UFID Title
I I I I

Search j Clear I



Add? Project # PI Name Title Start Date End Date Amount
r 00050818 FROSCH, JOAN Movement Revolution Documentar 2005-06-01 2006-08-31 20,000
r 00058832 ROVINE, VICTORIA African Fashion/Global Style 2004-01-01 2006-12-31 10,000
r 00059995 SONKE JILL AIM Together Africa 2006-07-01 2007-06-30 21,024
r 00065335 BROPHY, TIMOTHY Integrating Curriculum, Theory 2007-01-01 2007-04-15 5,000

iO,,]lRGANFJIZE RESARC PROJECTS|,dl i .1 ,i11I


Add? Project # PI Name
r 00000723 KAYE, STANLEY
r 00048294 FROSCH, JOAN
r 00055978 ROVINE, VICTORIA
r 00062350 BRANDMAN, RUSSELLA
r 00062431 OLIVERIO, JAMES
r 00062782 ROGAL, MARIA
r 00064196 FROSCH, JOAN


Title Start Date End Date Amount
LIGHTING MASTER STU 2001-06-01 2008-08-17 18,074
MOVEMENT (R)EVOLUTION DI 2-10 2006-08-14 8,000
Florida Network for Globa
SThe projects are grouped by type:
Vital Visionaries Program
Vnteate ituational e m Other Sponsored Activity, Organized
Integrated Situational Aw r y
The Visual Culture of Mex Research or Departmental Research.
New African Dance: Movement (R 2006-09-01 2007-06-30 28,100


Add? Project # PI Name Title Start Date End Date Amount
r 00000630 MCGLOTHLIN, DONALD DSR ALLOCATION FOR GRADUATE ST 1999-07-01 2008-07-31 129,000
r 00000693, PROFESSORSHIP AWARD PROGRAM 2001-03-26 2010-06-30 26,913

ADD PROJECTS

Select the project that is being worked on in the room,
scroll to the bottom of the list and select "Add Pro-
jects". More than one project may be added at a time.



The system will automatically populate the start date as the project's start date.
If this needs to be corrected it can be done by changing the date in the "Project
History" screen.


Page 21








Moving Projects
Projects, just like occupants, can be moved from one room to another without
being removed and added again by using the "MOVE" function. This will re-
move the project from the current room and move it to a new room.
CIURRElNIR1JIICT
Building: Onurl: rn Tn- i crl II.LLI_ Floor: :- Roonl: -. 8I I :E SF: -

Type Project # PI Title Awarded
r OR 00049822 SHUGAN, STEVEN EDITOR- JOURNAL $109,057

Moving projects will remove them from their current room and add them to the room selected below.


Building: 0006 BRYAN HALL
Room:| 0100-OFFICE

Move Out Date:F, -.i

MOVEl CANCEL X



Copying Projects
Projects can be copied from one room to another by using the "COPY" function.
This is especially useful in instances where work is being done on a project in
more than one location. This function will copy selected projects in the room to
a new room.


Removing Projects
To remove a project, select the project that needs to be removed and click on
the "REMOVE" link. If the project listed never occupied the space and needs to
be removed from the system entirely, enter the same end date as the beginning
date. Beginning and ending dates can be found by viewing the "HISTORY"
screen.


Building: '.-.: ri-THrlC E ,i rl IH1IL Floor: f: Roonm: 'i': i iF E SF: -

Type Project # PI Title Awarded
r OR 00049822 SHUGAN, STEVEN EDITOR- JOURNAL $109,057


ADD REMOVE X MOVE W COPY i HISTORY i)


Once the room has been allocated 100% and all appropriate accounts have been
added, the 1 will change to a V.


Page 22








V. Status Report
The Status Report can be run from the Main Menu or from the link on the bot-
tom menu. The Status Report shows a list of all departments, the number of
rooms, and their current status. The certifier's goal is to have all rooms contain
a i in the Occupants, Space Allocation and Projects columns.


After certification the status will change
from Complete" to Certified". Once the
space is authorized the status will change
to "Authorized".








Page I I BuAlbsa
DEPT NAME ROOMS STAITS OCCUPANTS ALLOCATION PROJECTS
[ 16120100 LS-CHEMISTRY-GENERAL 443 INCOMPLETE X X X
Select A Cear All
There are 64 department projects that have not been reported in your space.
All projects must be tied to space before certification can occur.
View Unreported Projects List
There are 1 pending space requests. All space requests must be resolved before certification can occur.
View Unresolved Space Requests



All Organized Research and Other Sponsored Activity projects must be ac-
counted for in the Space Inventory & Allocation System before certification can
occur. If there are any projects that have not been associated with space, a mes-
sage will appear indicating how many projects remain. C i.. i.,, the "View Un-
reported Project List" will show the user all the projects that still need to be
associated with a location. If a project shows up on this list in error, please con-
tact the Office of Cost Analysis at 392-5778.

In addition, all space requests must be completed before certification can occur.
If there are any pending space requests that have not been resolved, a message
indicating how many pending requests exist will be displayed. C i. i.,! the
"View Unresolved Space Requests" link will show the user all the pending space
requests.


If a request shows on this list in error, please contact Dave Heather at Facilities
Planning & Construction at 392-1256.


Page 23









VII. Certification/Authorization


The steps for certifying and authorizing your space are identical. Depending upon
your security you will see either a "Certify Now" link or "Authorize Now" link on
the status report. This link will only be activated once ALL projects and pending
space requests have been cleared for ALL departments within your security level.


Page I I Buildings
DEPT MAME ROOMS STATUS OCCUPANTS ALLOCATION PROJECTS
r 34010000 DN-DEANS OFFICE 16 INCOMPLETE X X V
F 34010100 DN-ADMINISTRATION 82 INCOMPLETE. X
r 34010300 DN-CLINIC ADMINISTRATION 242 INCOMPLETE X X V
r 34010400 DN-OFFICE OF RESEARCH 3 INCOMPLETE X X V
S34030000 DN-ORAL BIOLOGY 101 INCOMPLETE X X
r 0 Select the Department ID you would like V
06 certified or authorized and select "Certify
3406020 Now" or "Authorize Now". Multiple X
F 3406030o Department IDs may be selected at once.
r 3406050 X V
r 34070100 DN-ORTHODONTICS-GENERAL 41 INCOMPLETE X X V
S34080000 DN-OSDS 94 INCOMPLETE X X
r 34100000 DN-PEDIATRIC DENTISTRY 14 INCOMPLETE X
r 34110000 DN-ENDODONTICS 14 INCOMPLETE After certification, the
r 34130000 DN-PERIODONTICS 14 INCOMPLETE status will change from
r 34140000 DN-PROSTHODONTICS 36 INCOMPLETE "Complete" to "Certified".
r 34150000 DN-DENTAL BIOMATERIALS 15 INCOMPLETE X Once the space is author-
Select All Clear All ized the status will change
CERTIFY NOW to "Authorized".


VIII. Where to Get Help

Space Allocation Definitions and Project Questions
Curtis Ball, Office of Cost Analysis
392-5778 cball@ufl.edu

Space Change Requests, Health Center Space and Changes
Dave Heather, Facilities Planning and Construction
294-0087 dheather@ufl.edu

Technical Help
Jodi Chase, Facilities Planning and Construction
294-0084 jlchase@ufl.edu


Page 24




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