Annual Space and Equipment Inventory Famis Self Service Space Web Survey Training Guide

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Annual Space and Equipment Inventory Famis Self Service Space Web Survey Training Guide Training Guide and all reference materials are available at: www.uvm.

1 Annual Space and Equipment Inventory Famis Self Service Space Web Survey Training Guide Training Guide and all reference materials are available at: Contact Information: Space Data including Room Use, Building Diagrams and Reporting Michael A. Richards Katherine G. Forman Campus Planning Services Campus Planning Services Phone: (802) Phone: (802) Functional Space Classification, Chart Strings Moveable Equipment Michael O. Meunier Laurie Desso Cost Accounting Services Cost Accounting Services Phone: (802) Phone: (802) Last Revised March 24, 2010

2 Table of Contents Training Guide Page Overview 1 Scenario Descriptions 2 Parameter Form 3 Select Room Form 4 Location 5 Summary 6-7 Room Use 8 Groups 9 Employee 10 Functional Use 11 Room Contacts 12 Moveable Equipment Accounts 15 Room Info 16 Reporting 17 Frequently Asked Questions 18 Do s and Don ts 19 UVM Famis Self Service Space Survey Table of Contents

3 Famis Self Service Space Survey Overview 1 Annual Space and Equipment Inventory Overview Purpose: The purpose of this mandatory inventory is to update the information on the space owned or rented by the University. This information is used for a variety of purposes and predominant among them is the calculation of the Facilities and Administrative cost rates (indirect costs). In addition, the inventory provides valuable information for managing the University s space and fulfills one of the University s Moveable Equipment stewardship responsibilities. The inventory has transitioned from a manual process done on paper to now being offered online through the Famis Self Service Space Survey Module. Attached are training aids for each tabbed section of the surveys software package. References: Descriptions of Space Function Codes and Room Use Codes will be available online on the Space and Equipment Inventory website Famis Space Survey Navigation Tips: Please do not use the Back button when navigating through the different tabs of the survey. Please do not use the Return key when entering percentages in the individual tabs To select a tab, highlight with your mouse and click Selecting Save/Preview or Save/Return buttons will enter a date in the Survey Date field By selecting the Save/Preview button you will be sent to the Summary tab to review the data in the room record By selecting the Save/Return or Cancel buttons you will be sent back to the Select Room Form UVM Famis Self Service Space Inventory Overview

4 Famis Self Service Space Survey Scenario Descriptions 2 Scenario #1 No Changes TAB ORDER: (Location > Summary > Room Info Tab (Save and Return)> Select Room Form) Once you review the details of a room on the Summary Tab and verify all of the information is accurate, you can navigate directly to the Room Info Tab and update the Inventory Year. Changing the Inventory Year will complete the review process for the room and you will also have the opportunity to enter any comments or questions you may have regarding the room in the Comment Field. Please select Save and Return to go back to the Select Room Form to continue the Space Survey. Scenario #2 Changes TAB ORDER: (Location > Summary > Each Tab with Changes > Room Info Tab (Save and Return)> Select Room Form) While reviewing the room detail in the Summary Tab, if you find any information that is not current, navigate to the appropriate tab(s) and make all of the necessary changes. In order to complete the review process, you will need to select the Room Info Tab and update the Inventory Year to reflect the current fiscal year for each room. You can also enter any comments or questions regarding the room in the Comment Field of the Room Info Tab. Scenario # 3 Department Moves / Shared Rooms If you are moving out of a room part way through the fiscal year please enter the appropriate detail for how the room was used up to the move out date. Please also make a note in the Comment Field of the Room Info Tab of any additional information you have regarding who the occupying group and room use for the space after your department moves out. Scenario #4 Rooms Missing from Listing If there are any missing rooms in your room listing, please notify Campus Planning Services by so that the rooms can be reassigned to your department and accessible through the Space Web Survey. UVM Famis Self Service Space Survey Scenario Descriptions

5 Famis Self Service Space Survey Parameter Form 3 Select by SITE Select by Select SITE by BUILDING Select by DEPARTMENT CODE CLICK SUBMIT Search for your rooms using the parameter form If you wish to view all rooms accessible under your UVM Net ID, please leave all fields blank and click Submit You can narrow your space search by entering the department code or by entering the Site and Building Code or a specific floor in the appropriate fields above Once you have entered in the correct information please click on the SUBMIT button UVM Famis Self Service Space Survey Training Guide Parameter Form

Famis Self Service Space Survey Select Room Form 4 Select a room by clicking on the room number Survey Date reflects the last date the room detail was saved The Select Room Form details all spaces

6 Famis Self Service Space Survey Select Room Form 4 Select a room by clicking on the room number Survey Date reflects the last date the room detail was saved The Select Room Form details all spaces specified in the query Please select the room you wish to review by clicking on the room number The Survey Date* reflects the last date any room detail was saved * The Survey Date field is not recommended to be used to track your progress through the space survey. The date reflects any change that was saved and does not indicate that all necessary inventory changes have been made. UVM Famis Self Service Space Survey Training Guide Select Room Form

7 Famis Self Service Space Inventory Location Tab 5 The Location Tab is the default starting tab It could be helpful to start with the Summary Tab to review all details of the room before navigating through the other tabs By default the system will open in the Location Tab. To start the survey, go to the Summary Tab on the far right to review all the room data. For changes, navigate to the appropriate tab and update the data. Please do not use the Back button to move between tabs. Highlight and click on the tab you would like to move to. By selecting the Save/Preview button you will be sent to the Summary tab to review the data in the room record. By Selecting the Save/Return or Cancel buttons you will be sent back to the Select Room Form To complete the survey process for the room, go to the Room Info tab and update the Inventory Year to reflect the fiscal year that is being inventoried. UVM Famis Self Service Space Survey Training Guide Location Tab

8 Famis Self Service Space Survey Summary Tab 6 UVM Famis Self Service Space Inventory Summary Tab

9 Famis Self Service Space Survey Summary Tab 7 The Summary Tab displays the current details for the room It can be helpful to use the Summary Tab as a reference guide to find which tabs need to be updated Once you have finished reviewing the existing room details, navigate to the various tabs which require updates After all updates have been entered select the current Inventory Year on the Room Info Tab If you would like to print out the information on the Summary tab it is best to use the landscape orientation for the page layout UVM Famis Self Service Space Inventory Summary Tab

Famis Self Service Space Survey Room Use Tab 8 Must be 100% Select to Remove After you select the room use you want to add, click here Full Room Use List The Room Use Tab details the existing room

10 Famis Self Service Space Survey Room Use Tab 8 Must be 100% Select to Remove After you select the room use you want to add, click here Full Room Use List The Room Use Tab details the existing room use. There should only be one room use designated per room and the percentage should be listed as 100%. If you need to change the room use, please make a note in the comments field on the Room Info Tab. The comments will be read by Campus Planning Services and the correct room use will be determined and entered for you. The Room Use tab should always list one room use and should never be left blank. Please contact Campus Planning Services with any questions. UVM Famis Self Service Space Inventory Room Use Tab

Famis Self Service Space Survey Groups Tab 9 Do NOT remove a department from any room If your department moved out of the room please enter all appropriate room detail in each tab for the time your

11 Famis Self Service Space Survey Groups Tab 9 Do NOT remove a department from any room If your department moved out of the room please enter all appropriate room detail in each tab for the time your department used the space. Please also provide the move out date in the Comment Field of the Room Info Tab and any other information you have regarding the group moving into the room. UVM Famis Self Service Space Inventory Groups Tab

Famis Self Service Space Survey Employee Tab 10 Percentages must add to 100% Select here to remove an employee Allocated Departments Full UVM Employee List Please list any employee that used the

12 Famis Self Service Space Survey Employee Tab 10 Percentages must add to 100% Select here to remove an employee Allocated Departments Full UVM Employee List Please list any employee that used the space during the fiscal year. To add an employee, first select the department an employee is associated with, find their name in the drop down list and finish by clicking on Add Alloc. Emp * To remove an employee from a room, select the check box and click on Del Alloc. Emp The percentage for each person will be weighted according to the total FTE occupying the room. For instance, if a 1.0 FTE lab tech and a.5 FTE grad student were in a room, the percent for the lab tech would be 67% and the grad student would be 33% Remember the percentages must add up to 100% and please use whole percentages when dividing between multiple employees. *For students and affiliated employees not listed, please select from the following codes: Student (Represents Unfunded student(s)) Affiliated Employees (Represents Affiliated Emp(s)) UVM Famis Self Service Space Inventory Employee Tab

Famis Self Service Space Survey Function Use Tab 11 Percentages must add to 100% Select the department associated with the function code Select here to to remove a a function code To remove a

13 Famis Self Service Space Survey Function Use Tab 11 Percentages must add to 100% Select the department associated with the function code Select here to to remove a a function code To remove a function code from a room select the check box and click on Del Fn Code To add a function code, first select the department the code will be associated with, find correct function code in the drop down list and finish by clicking on Add Fn Code Remember the percentages must add up to 100% and please use whole percentages when dividing up multiple function codes. UVM Famis Self Service Space Inventory Function Use Tab

Famis Self Service Space Inventory Room Contacts 12 Room Contact Type UVM Employee List The Room Contact field is used to identify a Principal Investigator

14 Famis Self Service Space Inventory Room Contacts 12 Room Contact Type UVM Employee List The Room Contact field is used to identify a Principal Investigator for a room. Please identify Principal Investigators for each laboratory and laboratory service space UVM Famis Self Service Space Inventory Room Contacts Tab

item and Click on Del Del Equipment To add To an add item, an item select select the piece from of equipment the Full from

15 Famis Self Service Space Survey Equipment Form 13 To delete an item first enter the reason Select the Here item is Select being Here removed and Select Click and Here then on and select Click the on check Del and box next Click to on Del the item and Click on Del Del Equipment To add To an add item, an item select select the piece from of equipment the Full from Equipment the Full List Equipment List and click Add Equipment UVM Famis Self Service Space Survey Training Guide Equipment Form

16 Famis Self Service Space Survey Equipment Form 14 The Equipment form details all moveable equipment valued at over $5,000 currently listed in the room. To Add a piece of equipment please select the correct item from the full list and click on Add Equipment To CHANGE THE LOCATION of a piece of equipment to another room, perform the following steps: 1) Select the room that you want to add the equipment to. 2) Add the moveable equipment item from the equipment dropdown list. Click Add Equipment. 3) Add a comment on the newly added moveable equipment item line indicating which room it was moved from i.e. Moved from Given ) Note the equipment will be automatically deleted from the old location once the addition is imported into the FAMIS database by Campus Planning Services. To delete a piece of equipment first enter in the comment field the reason for removal i.e. Disposed of through Surplus Property. Next mark the check box next to the item and click on Del Equipment UVM Famis Self Service Space Survey Training Guide Equipment Form

Famis Self Service Space Survey Accounts Tab 15 Search Tools Search Tools To add accounts either enter the chart string in the appropriate field or search by clicking on the magnifying glass.

Enter all segments of each chart string funding sponsored activity or auxiliary/recharge center activity in the room.

17 Famis Self Service Space Survey Accounts Tab 15 Search Tools Search Tools To add accounts either enter the chart string in the appropriate field or search by clicking on the magnifying glass. The Accounts tab details the chart strings funding the room activities. The currently active PeopleSoft chart strings are the only values in the drop down lists for each segment. Enter all segments of each chart string funding sponsored activity or auxiliary/recharge center activity in the room. If there is not a project in the chart string, leave the BU-Proj_ID_Proj_Act field blank. The property field is currently not required. Enter all chart strings for a room which has organized research in it (PeopleSoft function code 311, 312, 313, 320). If a chart string is not currently active i.e. the grant ended earlier in the fiscal year, the system will not currently list it in the drop down lists. Inactive chart strings can still be entered. Make sure all segments are entered correctly including the project # To delete a chart string, click in the Sel box and click on the delete button. Upon completion, click on Save/Preview to see if the chart strings are validated as active chart strings. If not, identify which chart string(s) is not valid and make the corrections. Look at the top of the page for any warnings. It is ok to get warnings for inactive chartstrings as long as they are entered correctly. Notes: The amount of chart strings that can be entered is fixed at 20. UVM Famis Self Service Space Survey Training Guide Account Tab

Famis Self Service Space Survey Reports 17 The reports available to Space Coordinators through the Crystal Report Server will include data detailing: Site Building Floor, Room Room Use Department

18 Famis Self Service Space Survey Reports 17 The reports available to Space Coordinators through the Crystal Report Server will include data detailing: Site Building Floor, Room Room Use Department Function Code Employees Square Footage Fiscal Year Space Coordinators will be able to use these reports to track the Space Survey Progress for their departments. *Self Service reporting through the Crystal Reports Server is currently under development and not yet available to space coordinators. UVM Famis Self Service Space Survey Training Guide Parameter Form

19 Famis Self Service Space Survey Room Info Tab 16 Enter any questions, comments or issues here Make sure to update the inventory year once you have completed all changes to the room record The only required field to update on this tab is the inventory year which indicates the room detail is up to date for the fiscal year. The Inventory Year is a field you can use to track the progress of the space survey for each department. Enter details in the Comment Field for: Department Occupancy Change Basis for functional classification Questions/Other Comments UVM Famis Self Service Space Inventory Room Info Tab

20 Famis Self Service Space Survey Frequently Asked Questions 18 Frequently Asked Questions 1. Do I need to review each room my department is using? Yes, you need to verify each room record is displaying the most current information for the fiscal year. If a room record does not exist for a room your department is using, you must notify Campus Planning Services by What if there are two departments listed in my room but it is not shared? Please make note of any incorrect room data that you have questions about in the Comment Field of the Room Info Tab. 3. Can I add attachments to the Famis Self Service Space Survey? No. Currently the software does not have the capability to add attachments when conducting a space survey. 4. How do I add a room not currently on the room listing? Please contact Campus Planning Services directly by and detail which rooms need to be reassigned to which department and the circumstances surrounding the additional spaces. 5. What if my department uses the room only half of the year? Please enter all information for the time your department was using the room and enter the move-out date in the Comment Field of the Room Info tab. Please also detail any information you have regarding the use and occupier of the room once your department vacates the space. 6. Are there reports available to review the data? The available reports will be accessed through the Crystal Reports Server, a web based reporting software. Reports will identify: Site, Building, Floor, Room, Room Use, Department, Function Code, Employees, Square Footage and Fiscal Year. Please contact Campus Planning Services if you would like to request a report. 7. How do I delete an equipment item from a room that my department does not occupy? If you need to remove a piece of equipment from a room you do not currently occupy you must coordinate with the space coordinator of the room that the equipment is located in. UVM Famis Self Service Space Inventory FAQ s

21 Famis Self Service Space Inventory Do s and Don ts 19 Do s and Don ts DO Update the Inventory Year on the Room Info Tab once you have completed the room review DO Click Save/Return after updating the Inventory Year or your data will not be saved DO Enter Comments before deleting a piece of equipment DON T Hit the Return button on the Summary Tab, all your data will not be saved, you must go to the Room Info tab last, update the Inventory Year and hit Save/Return DON T Delete equipment if you are moving it to another room. Just add it to the new location and the system will automatically remove it from the original location DON T Delete Department/Groups from a room, leave a note in the Comments Field on the Room Info tab detailing the date a department moved out UVM Famis Self Service Space Inventory Do s and Don ts

Space Survey Training

Space Survey Training 1 Table of Contents Introduction/Objective... 3 Office of Facilities Information... 3 Space Survey Roles... 4 Space Survey Responsibilities... 4 Space Survey Overview... 5 Room Status