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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 the report tabs): Space, Building and Summary views. Space view provides the view of the space utilization and expenditures (Direct, F&A and Total) for every employee associated with the selected department. Building view displays the Research Space Utilization Indicators as a Percentage of the Total Occupied Research Sq. Ft on Floor as well summary data of space functions, research expenditures for every space type associated with the given building and floor level. Summary view summarizes the space utilization and expenditures data for the selected department (employee level) 

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. 

Source Systems 

Space data: IFIS (Integrated Facilities Information System)

Financial data: FAST (Financial Accounting SysTem)

HR: FADS (Faculty Primary Department only)

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. Ranked faculty:
    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. Excluding Admin plans 98 and 99 (non-compensated positions)
  3. 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) 

 

Data Elements Definitions 


Currently Occupied

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

 

Direct Research Expenditures

  1. Fund Group “Sponsored research”
  2. Excluding transfers (account 69800)
  3. Excluding budget accounts (81050, 81550, 82950, 83950)
  4. Excluding fund code 80000

Expenditures per Square Foot - Research Lab

 Corresponding expenditures amount (Direct, F&A or Total) divided by Research Sq Feet


 Expenditures per Research Square Foot Adjusted

 Corresponding expenditures amount (Direct, F&A or Total) divided by Research Sq Feet Adjusted


 F&A Expenditures

 Expenditures allocated to accounts 51990 and 51995 (excluding Carry forward funds)


 GEMS Hire Date

 Employee GEMS Appointment Hire Date


 Included As Research Sq Feet Adj? Y/N

 Y/N flag to indicate if the Space is considered the research space (see Research Square Feet Adjusted metric definition)


 Net Square Feet

 Space Net Square Feet as reported in IFIS


 Net Square Feet Adjusted by Function %

 Net Square Feet * Space Function %


 Occupancy Begin Day

 Space Occupancy Begin Day as reported in IFIS; If the date is not specified the occupancy begin day is set to the first day of the FY (selected in the prompt)


 Occupancy End Day

 Space Occupancy End Day as reported in IFIS


 Primary Department 

 Employee's Primary Global Department Name


 Project ID

 FAST Project ID


 Research Square Feet

 Space Net Square Feet for all space types flagged as "Research Lab"


 Research Square Feet Adjusted

Space Net Square Feet associated with following space functions only:

  1. Clinical Trials / Pharmaceuticals
  2. Organized Research
  3. Other Sponsored Activity
  4. Sponsored Instruction

 

Room Function

 Space function as defined in IFIS


 Room Function %

Space percentage allocation to the given function(s) as reported in IFIS. One room may be allocated to multiple functions

 

Room Location

Space location as reported in IFIS


Room Type

Space type as defined in IFIS


Total Expenditures (Direct and F&A)

Total of Direct and Indirect research expenditures

Research Space Utilization Indicators Explained

Color coding is applied as displayed in the table above: 

Dark Green: Expenditures Per Occupied Research Square Feet > $500 

Green:   Expenditures Per Occupied Research Square Feet between $200 and $500

Yellow:  Expenditures Per Occupied Research Square Feet  between $100 and $199 

Pink:      Expenditures Per Occupied Research Square Feet less than $100 and Employee Hire Date < 30 Months 

Red:       Expenditures Per Occupied Research Square Feet less than $100 

 

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. 

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