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)
- USF Health employees only, appointed or paid
- USFPG position 2550 (mid-level provider), source: CYBORG
- 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:
- Ranked faculty:
- Job codes:
- 9001 Professor
- 9002 Assoc Professor
- 9003 Assistant Professor
- 9006 Graduate Research Professor
- 9007 Distinguished Professor
- Job codes:
- Excluding Employment Class H (Faculty Courtesy)
- Excluding Admin plans 98 and 99 (non-compensated positions)
- Instructor:
- Job code: 9004
- Excluding Employment Class H (Faculty Courtesy)
- Excluding Admin plans 98 and 99 (non-compensated positions)
- Mid_Level provider:
- Job code:
- 9464 Physician's Assistant
- 9499 Advanced Registered Nurse Prac
- 2550 (CYBORG) mid-level provider
- Job code:
- Excluding Employment Class H (Faculty Courtesy)
- Excluding Admin plans 98 and 99 (non-compensated positions)
- OPS:
- Job codes:
- 9001 Professor
- 9002 Assoc Professor
- 9003 Assistant Professor
- 9006 Graduate Research Professor
- 9007 Distinguished Professor
- Job codes:
- Excluding Employment Class H (Faculty Courtesy)
- Admin plan 06 (OPS-Faculty)
Data Elements Definitions
Currently Occupied
Space occupancy flag (Yes/No) as reported in IFIS
Direct Research Expenditures
- Fund Group “Sponsored research”
- Excluding transfers (account 69800)
- Excluding budget accounts (81050, 81550, 82950, 83950)
- 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:
- Clinical Trials / Pharmaceuticals
- Organized Research
- Other Sponsored Activity
- 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.