What is the Facilities Annual Space Survey?
Facilities and Property Management conducts an Annual Space Survey in order to update and maintain the University’s Space Database, consisting of a room inventory with approximately 14,000 locations and over 5 million square feet of space in owned and leased buildings.
The Space Database is a critical part of Finance and Administration. This database provides important information for the Federal Finance and Administration Cost Recovery Rate, internal/external reporting and analysis, master planning, facilities maintenance, logistics, and mail services.
Why is the Annual Space Survey Important?
The facilities component of PSU’s Federal F&A rate is allocated based on the results of the survey. The facilities component is the only uncapped portion of the F&A rate (i.e. the only area where PSU has the potential to increase its reimbursement of costs associated with conducting research on campus).
What Impact will you have?
The quality of your response determines the accuracy and defensibility of the allocation of costs in the F&A Rate Proposal.
The final F&A rate negotiated determines the amount of money recovered by PSU top support the current and future resources requirements of the research enterprise
In short, your effort will impact the financial resources of the Portland State University.
Changes to the Space Survey
Please notice that the space survey procedures have changed. We are now using our AiM database’s space survey function. Facilities and Planning uses AiM to track all space on campus. One on one training is available please contact the space analyst to set up an appointment.
Accessing & Completing the Space Survey
A link to the annual space survey will be emailed to the person who has been designated as the space coordinator for the department.
Please use the icon to increase the resolution at the lower part of the video's frame.
Other useful links:
Note: It is recommended that when you receive the initial email, click on the hyperlink and bookmark the URL in your internet browser. This will keep you from having to find your email every time you need to work on your survey.
How to Determine the Functional Usage
Space should be functionalized based on the activities performed in the area. When space is occupied by multiple departments the frequency and intensity of their presence should be considered in determining the percentage of functional activity.
- Example: Non-Class Lab with two Occupants
Two research assistants share the lab, one is working full-time on an organized research grant and the other is working part-time on a Department Research program, using the lab only about 25% of the time.
How to Code: 75% Organized Research (ORGRES) & 25% Department Research (DEPTRES)
Some rooms may have more than one or two uses. Be sure that you include all functional uses for every room, ensuring that the Functional Usages adds up to 100%.
Common Space Survey Mistakes
NOT walking or being familiar with space. It is important to make sure that you are familiar with the space you are surveying. Sometimes this will require talking to the occupants of particular space to get a better idea of the functional use of that space
Claiming 100% organized research. Not all research space is considered organized research, nor is the entire functional use of a room for organized research. You need to make sure that the functional uses reflect the actual activity of each room. (i.e If students are using a research (non-class lab) then a portion of this lab must be coded as instructional support (INSTRUP)).
Confusing Organized Research with Departmental Research or Other Sponsored Activities Read the definitions of the three different functional use codes carefully. If there are any questions about what functional use code to use, don’t hesitate to contact the Space Analyst.
All lab service areas should be functionalized similar to the surrounding lab or labs. If you have a lab service area, it should be functionalized the same as the lab it serves.
Academic Departments should never use the functional use code General Administration. Academic Departments will always use Department Administration (DEPTADM) for their administration spaces.
The Academic Library Functions should ONLY be used for the Millar Library. All Departmental library space should be coded as Departmental Administration (DEPTADM)