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Table of Contents

Report Description

Research Space Utilization Report displays the state of space utilization as available in the IFIS system and expenditures analysis for the selected department(s). The report contains three different views (presented as report tabs): Space, Building and Summary. The Space view provides a view of the space utilization and expenditures (Direct, F&A and Total) for every employee associated with the selected department(s). The Building view displays the Research Space Utilization Indicators as a Percentage of the Total Occupied Research Sq. Ft on each floor, as well as, summary data of space, it's functions, and research expenditures for every space associated with the given building and floor level for the selected department(s). The Summary view shows the space utilization and expenditures data for the selected department(s) per employee.

Important Note: Because in the current year there is no whole years' worth of expenditures thus when the report is run for the current FY, the research expenditures are pulled from the previous FY.

 

Note

Research expenditures are pulled from the previous FY and paired with space allocation from the current FY so there is a full year's worth of expenditures for calculation.

Prompts

AIMS Faculty Prompts

01 - Please Enter AIMS Faculty Fiscal Year

The fiscal year for which you would like to pull employment or funding records. Format is FY## where the numbers are the last 2 digits of the calendar year in which the Fiscal Year ends. Example: FY 2017-2018 would be FY18.

02 - Please Enter AIMS Faculty Beginning Fiscal Month Number

First Fiscal Month the report will include. 1 indicates July and 12 indicates June.

03 - Please Enter AIMS Faculty Ending Fiscal Month Number

Last Fiscal Month the report will include. 1 indicates July and 12 indicates June.

04 - Enter AIMS Faculty HART Global Department Name or 'Nothing'

This prompt allows you to choose to run this report for a full department of employees. If you want to run the report for specific faculty from different departments, type and add in 'Nothing'. Nothing must be capitalized as it's spelled in the prompt.

 

 

Info

If you add global department name(s), remember to remove the Nothing option from the selected list. This will reduce the run time of the report.

 

 

05 - Enter the Appointment Type

...

  1. Job code:
    1. 9464       Physician's Assistant
    2. 9499       Advanced Registered Nurse Prac
    3. 2550 (CYBORG) mid-level provider
  2. Excluding Employment Class H (Faculty Courtesy)
  3. Excluding Admin plans 98 and 99 (non-compensated positions)


06 - Include Those Appointed in or Paid By This Dept

Appointed In means there is a employment record in GEMS for this faculty member in the selected Global Department(s).

Paid By means a portion of the employees funding is from a FAST department associated with the selected Global Department(s).

07 - AIMS OPS Appointment in Department

...

  1. Job codes:
    1. 9001       Professor
    2. 9002       Assoc Professor 
    3. 9003       Assistant Professor
    4. 9006       Graduate Research Professor 
    5. 9007       Distinguished Professor
  2. Excluding Employment Class H (Faculty Courtesy)
  3. Admin plan 06 (OPS-Faculty)


08 - Enter Additional AIMS Faculty or 'Nothing'

This prompt allows you to choose to run this report for specific faculty members instead of a full department. If you want to run the report for all

 

Space Prompts

 faculty within your chosen department, type and add in 'Nothing'. Nothing must be capitalized as it's spelled in the prompt.

 

 

Info

If you add faculty member's names, remember to remove the Nothing option from the selected list. This will reduce the run time of the report.

 

 

Grant Prompts

Enter Global Department Name

This prompt allows you to choose to run this report for a full department of PIs.

Enter Fiscal Year Number

The fiscal year for which you would like to pull grant expenditures. Format is #### where the numbers are the calendar year in which the Fiscal Year ends. Example: FY 2017-2018 would be 2018.

 


Space Prompts

Enter Primary HART Global Department Name

This prompt allows you to choose to run this report for a full department of employees. 

Enter values for Space Function Review Period

 

Filters 

Space data

The following space data is excluded: 

  • IFIS room HEFIC Names ANIMAL QTRS and ANIMAL QTRS SVC
  • All space flagged in IFIS as "Common Room" 

Financial data 

The following financial data is excluded:

  • Transfers (account 68900)
  • Carry forward funds (adjusted accounting period 0) 

Population

Note: AIMS population filter explained (to be removed if AIMS population filter is removed) 

  1. USF Health employees only, appointed or paid
  2. USFPG position 2550 (mid-level provider), source: CYBORG
  3. GEMS data:

GROUP 1 (source GEMS)

...

GROUP 2  (ROAD population, source GEMS)

  • GEMS department IDs:
    • '0-60%'
    • '0-61%'
    • '0-6601%'
    • '0-63%'
    • '0-64%'
    • '0-6201%'
    • Salary Admin plans ('22','06','08','98','99' )
    • Excluding Employment Classes I and J
    • Job codes
      • 9001       Professor                 
      • 9002       Assoc Professor           
      • 9003       Assistant Professor       
      • 9004       Instructor                
      • 9006       Graduate Research Professor
      • 9007       Distinguished Professor   
      • 9053       Librarian                 
      • 9054       Associate Librarian       
      • 9056       Instructor Librarian      
      • 9115       Coordinator               
      • 9120       Associate In              
      • 9121       Assistant In              
      • 9126       Program Director          
      • 9166       Research Associate        
      • 9178       Instructional Specialist  
      • 9180       Postdoctoral Scholar - Empl
      • 9199       Faculty Administrator     
  • Report level filter: All  GEMS dept IDs starting with  ‘0-6%’

Job codes, classes and admin plans are later translated into the following HR groups that can be excluded on the report level using prompts:

 

  1. Instructor:
    1. Job code: 9004  
    2. Excluding Employment Class H (Faculty Courtesy)
    3. Excluding Admin plans 98 and 99 (non-compensated positions)
    4. Mid_Level provider:      
      1. Job code:
        1.  9464       Physician's Assistant
        2.  9499       Advanced Registered Nurse Prac
        3. 2550 (CYBORG) mid-level provider
  1. Excluding Employment Class H (Faculty Courtesy)
  2. Excluding Admin plans 98 and 99 (non-compensated positions)
  3. OPS:
    1. Job codes:
      1. 9001       Professor
      2. 9002       Assoc Professor 
      3. 9003       Assistant Professor
      4. 9006       Graduate Research Professor 
      5. 9007       Distinguished Professor
  1. Excluding Employment Class H (Faculty Courtesy)
  2. Admin plan 06 (OPS-Faculty) 

 

...

The fiscal year for which you would like to pull space information. Format is #### where the numbers are the calendar year in which the Fiscal Year ends. Example: FY 2017-2018 would be 2018.

 

Space


Building


Summary


Currently Occupied

Space occupancy flag (Yes/No) as reported in IFIS

...

Data Last Refreshed: Date and time when data was last refreshed. Research expenditures by space data is set to be refreshed every weekday at early morning hours. 

Filters 

Space data

The following space data is excluded: 

  • IFIS room HEFIC Names ANIMAL QTRS and ANIMAL QTRS SVC
  • All space flagged in IFIS as "Common Room" 

Financial data 

The following financial data is excluded:

  • Transfers (account 68900)
  • Carry forward funds (adjusted accounting period 0) 

Population

Note: AIMS population filter explained (to be removed if AIMS population filter is removed) 

  1. USF Health employees only, appointed or paid
  2. USFPG position 2550 (mid-level provider), source: CYBORG
  3. GEMS data:

GROUP 1 (source GEMS)

  • Job codes:
    • 9001       Professor                    
    • 9002       Assoc Professor              
    • 9003       Assistant Professor          
    • 9004       Instructor                   
    • 9006       Graduate Research Professor  
    • 9007       Distinguished Professor      
    • 9464       Physician's Assistant        
    • 9499       Advanced Registered Nurse Prac
    • Excluding Employment Class H (Faculty Courtesy)
    • Excluding Admin plans 98 and 99 (non-compensated positions)

GROUP 2  (ROAD population, source GEMS)

  • GEMS department IDs:
    • '0-60%'
    • '0-61%'
    • '0-6601%'
    • '0-63%'
    • '0-64%'
    • '0-6201%'
    • Salary Admin plans ('22','06','08','98','99' )
    • Excluding Employment Classes I and J
    • Job codes
      • 9001       Professor                 
      • 9002       Assoc Professor           
      • 9003       Assistant Professor       
      • 9004       Instructor                
      • 9006       Graduate Research Professor
      • 9007       Distinguished Professor   
      • 9053       Librarian                 
      • 9054       Associate Librarian       
      • 9056       Instructor Librarian      
      • 9115       Coordinator               
      • 9120       Associate In              
      • 9121       Assistant In              
      • 9126       Program Director          
      • 9166       Research Associate        
      • 9178       Instructional Specialist  
      • 9180       Postdoctoral Scholar - Empl
      • 9199       Faculty Administrator     
  • Report level filter: All  GEMS dept IDs starting with  ‘0-6%’

Job codes, classes and admin plans are later translated into the following HR groups that can be excluded on the report level using prompts:

 

  1. Instructor:
    1. Job code: 9004  
    2. Excluding Employment Class H (Faculty Courtesy)
    3. Excluding Admin plans 98 and 99 (non-compensated positions)
    4. Mid_Level provider:      
      1. Job code:
        1.  9464       Physician's Assistant
        2.  9499       Advanced Registered Nurse Prac
        3. 2550 (CYBORG) mid-level provider
  1. Excluding Employment Class H (Faculty Courtesy)
  2. Excluding Admin plans 98 and 99 (non-compensated positions)
  3. OPS:
    1. Job codes:
      1. 9001       Professor
      2. 9002       Assoc Professor 
      3. 9003       Assistant Professor
      4. 9006       Graduate Research Professor 
      5. 9007       Distinguished Professor
  1. Excluding Employment Class H (Faculty Courtesy)
  2. Admin plan 06 (OPS-Faculty)

Sources

Space data: IFIS (Integrated Facilities Information System)

...