Topic: Space Analysis

What is the connection between the Space Survey and the Cost Reimbursement Office (CRO)?

  • CRO uses Room Use Function Codes (RUFCs) and Room Type Codes to allocate some indirect costs.
  • The Space Survey provides documentation for:
    • The indirect cost proposal
    • Organized Research activity in some rooms
  • Space data must comply with federal rules for the indirect cost proposal.
CRO uses the space survey to allocate facility costs, including: 
  • Building depreciation
  • Depreciation on the equipment in the space
  • Utilities
  • All plant-related costs (custodial, maintenance, grounds, etc.)
  • Debt-interest payments
  • Also includes IT 'networking' costs
CLASS is the link between space, financial, and human resources data.
  • It is important to understand how the Space Survey relates to other university databases - particularly the HR, Financial, and Space databases.
  • Three interrelated databases support the F&A Proposal.
  • All three share a common element—the CLASS Chartfield.
  • HR Shortcode represents a ChartField combination, including CLASS  
    •     Activity a person performs
  • Financial Chartfield combination, including CLASS  
    •     Activity expense supports  
  • Space Room use Function Code  
    •     Activity performed in a room. Related directly to CLASS (in most cases). 

How do I get space assigned to my unit or removed from my space inventory?

The M-Pathways system allows only one unit to be the controlling unit for a room. Space that is no longer occupied by your unit should be reported as a space transfer and NOT as a room termination.  Contact your Space Survey 'Controller' or email Space.Analysis@umich.edu to report space transfers. Be sure to include the building name/number, room number(s), and Dept ID for the affected unit(s).

How does an employee obtain access to the Space Management system in M-Pathways?

The process for an employee obtaining access to the Space Management module in M-Pathways is as follows:
  1. Your Unit Liaison must process an OARS request (Online Access Request System) through ITS for you, requesting SM SURVEY USER access to your unit ID(s).
  2. You must complete the 2-part online eLearning course SME101A & SME101B in My LINC. You will need to answer 8 out of 10 questions correctly in order to successfully complete the course. There are 5 questions at the end of each part of this course. You may take this course more than one time if you need to (and many people do so).
According to ITS, after completing these 2 steps, it generally takes 3 - 5 business days for your access to be processed. If you are not sure if you have been granted access, please contact the Help Desk at 734-764-4357, or email 4help@umich.edu. Once your access is complete –
  • If you are NOT to be the designated 'Controller' for your unit(s), but you will be fulfilling one or both of the other roles (‘Submitter’ or ‘Authorizer’, or 'Survey Contact'), contact your unit’s Controller to request this update on your ‘Space Department' page(s).  Please include your uniquname with your request. 
  • If you DO need to be assigned the role of 'Controller’ for your unit ID(s) – send an email to Space.analysis@umich.edu, and request that we update the 'Space Department' page(s) in M-Pathways for your space unit ID(s), and assign the role of 'Controller' to you. Please include your uniquname and your space unit ID(s) with your request. 
  • Then, in February each year, you will receive the global email from Space Analysis announcing the launch of the current fiscal year's annual year-end space survey, and you will be able to record changes in rooms assigned to your space unit(s), plus run space reports in the Space Management module in M-Pathways.

Who is responsible for the Space Survey for my unit?

Check with your facilities or unital administrator.

Why do we need to do a Space Survey?

Space data is used in U-M’s indirect cost recovery (ICR) proposal. In FY 2022, $333.5 million was returned to U-M, based on our negotiated ICR rate. It is also important to have accurate space data available for your unital space planning needs. Space data is also used by other U-M systems that require authoritative data for U-M buildings/rooms - which allows the units listed below to perform their duties. For example:
  • Procurement
  • ITS Com
  • Plant Operations and Maintenance
  • First Responders