Facilities Inventory: Calculating Function Code Percentages for Rooms with Organized Research Activities

Any room in the facilities inventory which is used for activities which are paid for by organized research grants will have a percentage of function code 2.2, or less commonly, function code 2.1.

As you complete the annual updates to the facilities inventory system, the Office of Cost and Capital Assets requires that you keep records of the information which you use to determine these percentages.  The process below is the one you use to determine the function code percentages.  You cannot complete the facilities inventory updates and then do the steps below.  These steps are done first before you complete your facilities inventory updates.

Start this process in the autumn to ensure that you have sufficient time to gather the required information and complete interviews with the researchers.

1. Make a list of the NetIDs and full names of all of the people in your department who are paid by organized research funds.  You can use this report to help you.  Consult people in your department who maintain this information.  Do not limit your list to faculty and students.  Staff may also be paid by organized research funds.
2. Associate each of the people paid by research grants with the rooms which they used during the fiscal year from July 1st through June 30th.
3. For each of these rooms where at least one person is involved in activities paid for by organized research funds, list all other occupants of the room.
4. For each of the occupants of the room, list all function codes associated with all occupants and the 
5.  
6. Assign a weighting factor to the amount of time during the fiscal year which each occupant spent in the room.  For example, if one occupant worked all fiscal year at 20 hours a week in the room while another occupant worked in the room 40 hours a week,
7.