FY24 News

FY24 Annual Survey Training Dates:

Annual Survey training dates and locations will be coming soon. Department surveyors will be notified of the live trainings options as soon as they are available.

Surveyors must attend one Annual Survey Training session. Email Scott Masterson at masterson@wustl.edu for any questions or concerns.

FY24 Space Survey Important Dates:

October 10, 2023: FY24 PLANNING Survey Opened

FY24 PLANNING Survey Completion Deadline: 5/31/2024 – 5 PM

  • Room Split Updates of Department / Responsible Party / Recharge Centers / % of Space
  • Request Room Updates (Change Room Type, Assignee Dept, Lab Quality Code)
  • Creating Service-Benefiting Room Relationships
  • Add Occupants

FY24 ANNUAL Survey Opens: 6/10/2024

  • Confirm Room Splits annualized from PLANNING Survey Data are accurate
  • Review/Create Service-Benefiting Room Relationships
  • Add Occupants that were missed during Planning Survey.  Set Current Occupant Indicator to Yes/No
  • “Functionalize” how the space was used during FY24 by assigning IDC Function Codes to each room split

FY24 ANNUAL Survey Submission Deadline: 7/12/2024, 5 PM  All Rooms should be in Ready for Review status.

ManageSpace

WashU utilizes the space module in Archibus called ManageSpace. Because of the way ManageSpace works, only one survey type (PLANNING or ANNUAL) can be active at a given time.

PLANNING SURVEY: 

Goal:

Update Room Splits (Department, Responsible Party, Recharge Centers, % of Space)

Request Room Updates for changes to Room Type, Assignee Dept, or Lab Quality Code

Date Effective

Create Service-Benefiting Room Relationships

Add Occupants

ANNUAL SURVEY:

Goal: “Functionalize” how the space was used during the Fiscal Year by assigning IDC space Function Codes to a room.  PLANNING Survey data is “annualized” by the system and becomes the initial ANNUAL Survey data.

Helpful Documentation and Access Forms

FY24 Space Survey Preparation:

  • Walk your space
  • Identifying who is in each space (Responsible Party / Principal Investigator / Dept / Occupants)
  • What is the Room Type (lab, classroom, etc.)?
  • What activities are performed in the Space (activities must be consistent with Occupant funding sources)?
  • Does Recharge Center activity take place in the space?

It is recommended that you create a worksheet with all this information (see below for instructions), so that you can readily identify the rooms assigned to your department and more easily capture your room splits, occupants, and room funding sources. This information is necessary to complete the FY24 PLANNING and FY24 ANNUAL surveys.

If you don’t already have a worksheet of all your space:

  • Go to Cognos > Space Reporting > Space reports> Space User Queries > Occupant Reports >ManageSpace Sample Space Report.
  • Export the file to Excel and manipulate the data as necessary to include all the required Survey information.

You can select the Report Year to include FY23 ANNUAL (Cognos Report Year 2023) and FY23 PLANNING (Cognos Report Year 2023P) survey data so you can see how the space was previously surveyed.

Date Effective field in PLANNING Survey:

  1. Date effective is required when editing any of the following at the room split level:
    • % of Space changes, Responsible party, Department, or Recharge Center Key.
  2. Bulk Functionalization requires future dates for the Date Effective.
  3. Room request update feature requires Date Effective, the form also has date submitted.
    • Date Submitted – the Date of the Room Request submission
    • Date Effective – the date that the requested change is effective
    • Space Team will approve or deny your request so add notes in the Justification field.
  4. Show History can be found at the room level.  This feature shows the transaction history for the room.  Show History will update every time transactions with new Date Effectives are Marked Completed.
  5. Date Effective should always be the date of the change in the room split – not the date the Room Request Update is submitted.  Whether the change relates to the occupying department, recharge center, % of Space, or Responsible Party the Date Effective should reflect the date the change took effect.   If you are not sure how or what date to use please contact a member of the Space Team.

TRAINING SCHEDULE

We will continue to schedule training sessions for all department users at both campuses. You may attend the training presentations at either campus. Please share the training schedule with staff as needed.

For any questions regarding ManageSpace, please contact the Space Team.