fEC Space Utilisation Guide by liwenting


									              Space Audit
      Web based data collection tool

   Utilisation Guide
                  For Full Economic Costing &
                  Estate Management Statistics

(November 2005)

Maintained by David Firth     Page 1             12/12/2010

Full Economic costing, the Transparent Approach to Costing is being

implemented in all UK Universities and Colleges, and represents a uniform

approach to the costing of all HE activities. By 2005, all HEI‟s should have

embedded costing and pricing processes in place which will enable them to

determine the full economic cost of all their activities. They should also be

able to demonstrate the validity of their cost calculations by appropriate audit

trails between summary reporting and base data.

Keele University is no exception to this, and therefore have been reviewing

current systems and implementing new processes to ensure that we have the

appropriate systems and processes in place to facilitate this necessity.

However, as part of this process, when allocating costs to activities we find

that some costs cannot be directly allocated to one single activity, so we shall

then need to apportion these costs to activities via cost drivers. i.e. the causes

of the costs. An example of this is Estate costs, the cost driver in this case

being the split of the utilisation of space.

It has therefore been decided to combine the fEC requirements for space data

with those arising from the annual Estate Management Statistics return, and

initially run a space audit twice annually using a web based data collection


Maintained by David Firth              Page 2                          12/12/2010
If using the web-based system for the first time.

Firstly open Internet Explorer and go to the following web address:


    We strongly recommend you use Internet Explorer to access the web

         service. Other web servers may work but are not supported.

If your web browser will not connect to this address, contact KIS (Norman

Bridges or John White) to ensure you have access through the Keele firewall.

If you still cannot connect, contact Nick Pomiankowski in M.I.S. for assistance.

Having arrived at the above web address, click the grey button.

A message inviting you to install “Oracle Java Initiator” may be displayed. If it

is confirm that you wish to install this software.

Using the Input Screen

Go to the web address:        http://www.admin.keele.ac.uk

Click on the grey “start” bar.

A new web screen will be displayed. Maximise this screen if it is not already


Enter your username, password and „ku‟ in the database box. Then click

If you don‟t have a user name and password and are new to the Admin
System you will need to register for a username and password. The
registration form and instructions can be downloaded and printed from:


Maintained by David Firth              Page 3                         12/12/2010

A screen such as the following will be displayed:



If you are using Internet Explorer, click on the View pull-down on the top of the

screen and click on „Full Screen‟.

This will enable you to view the whole of the screen.

The first screen you will see when you have logged on will be SCREEN 1 as

shown above.

First of all, you need to click on fEC Diary /Space Records (1).

Maintained by David Firth            Page 4                           12/12/2010
     SCREEN 2


     You now need to click on (2) on screen 2 shown above.

     This will give you the following screen.

     SCREEN 3         10
                                                11                 13            14




     Screen 3 above is a replica of all the space details allocated to your School,
     and is taken directly from the University space database. Additional
     categories have been created for the purpose of collecting data for fEC, to the
     right of the vertical line, and EMS, the two columns to the left of the vertical
     line .

     In terms of the basic space data, you are only able to amend and update the
     following fields of data; the “usage code” (10) the “description” (11) and the
     “occupier” (12), all of these are shown above on screen 3. You are not able to
     change „ownership‟ of space - so if a room appears on your allocation that
     should not, or conversely if a room does not appear that should, contact David
     Firth on ext. 4146 in the first instance.

     Maintained by David Firth            Page 5                          12/12/2010
Usage Code (10) on screen 3

If a room within your allocation has changed its basic function you will need to
change the code to the most appropriate code by double clicking with cursor
placed on (10).

This will display the full list of codes available via a drop down list. (See Annex
1) Highlight the appropriate code and click on ok to select.

Description Field (11) on screen 3

This is a free text field and will allow you to change a room‟s description. For
example you might be changing the free text description from a store room to
office space, to match the code change you have just made as described at
(10) above.

Occupier Field (12) on screen 3

This is also a free text field. This field is only usually populated to illustrate
the name of an individual occupying the space. Obviously this allows you to
change Jones, Smith etc………

The following fields are new and all relate to data required to report for fEC
and EMS.

Category Code (13) on screen 3

This field is to determine the category space under four simple headings.
This is a mandatory field and is accessed by double clicking with the cursor in
(13) which will display the full list of codes available via a drop down list and
their description. (See Annex 2 at the back of this guide). Highlight the
appropriate code and click “OK” to select.
In most instances you will find your previous entry still displayed. This has
been left purely as a guide on the assumption that a number of entries may
stay the same – it is still very necessary to fully check and confirm the current
position or to amend as appropriate.

Percentage of time fields (14) on screen 3

There are 5 percentage of time fields i.e. Teaching, Research, Support, NHS
and Other. (see annex 3 at the back of this guide). Each room must be
analysed against the time the room is used across the complete Academic
Year and a percentage applied to each of the 5 categories (or however many
are relevant), but these must always add up to 100%. You will not be able to
save your input percentages unless the total against each room does add up
to 100%.
In most instances you will find your previous entry still displayed. This has
been left purely as a guide on the assumption that a number of entries may
stay the same – it is still very necessary to fully check and confirm the current
position or to amend as appropriate.

Maintained by David Firth             Page 6                            12/12/2010
     For Example
Where a room is used for more than one activity (e.g. an academic office,
used for both teaching and research), an allocation should be made to all
relevant activities. Please note that the hours these rooms are used is not the
same as the hours that they are available. We require a % allocation of time
that the room is in use (regardless of the number of hours used ) adding up

Specialist Space (16) on screen 3

This information field relates to data required for the annual Estates
Management Statistics return and not fEC. It is NOT a mandatory field.
You only need to complete these fields if the space you are analysing is
academic space and is defined as specialist, and used only for teaching
and/or research. Once you have resolved the space is specialist the
percentages identified for teaching and/or research MUST add up to 100%.
The full definition provided by EMS is as below:

The total amount of academic floorspace (ie teaching and research space)
that can be classified as ‘specialist’ in terms of its use for a limited number of
academic disciplines: ie Net Internal Area designed for specialist use (either
teaching or research) and which cannot easily be used for other non-specialist
activities. It includes rooms or facilities with abnormal or exceptional
equipment where such a feature inhibits the use of the room for other non-
specialist activities, such as general teaching.
Types of space included in this category may include laboratories, specialist
theatres and drama studios, catering facilities used as part of academic
courses, dark rooms, recording studios etc. Exclude all general seminar and
classrooms, lecture halls and lecture theatres (raked or non-raked).

Analyse Figures (15) on screen 3

Having completed the data against each room, you will be able to access the
“Analyse Figures” (15), which will illustrate your completed departmental fEC
analysis. It is this data that once combined with all other departmental returns
will formulate the Institutional space element of the fEC exercise.

You are encouraged to retain the process of analysis for the purposes of
continuity because fEC requires this information gathering process to take
place on a regular basis.

Finally – having successfully completed all the above stages, including
running „analyse figures‟, you will automatically be e mailed the completed
data and are then required to print off the completed data for your area and
you will note there is provision at the foot of the report for signature of Head of
School/Department and date. This must be duly completed and a copy sent to
David Firth, Head of Projects, Keele Hall to complete the space data audit.
You can note potential changes of space „ownership‟ here by amending your
space allocation by hand. If these changes are agreed this will be confirmed

Maintained by David Firth             Page 7                            12/12/2010
to you at the end of the space audit process.

Maintained by David Firth           Page 8      12/12/2010
                                                                   Annex 1
Useage Code:

ACT           Day Nursery - KFM
CD            Computer Room - Departmental
CH            Chapel
CLE           Cleaners Cupboards
DER           Derelict Space
EXH           CB Gallery/Raven Mason Suite
FC            Facilities Staff (Changing)
FOY           Reception Foyer
FS            Facilities Staff (Common Room)
HH            Hotel - KFM
KD            Kitchen - Departmental/Pool
KH            Kitchen – KFM
KPA           Keele Postgraduate Association
LEI           Leisure Sports Activity
LID           Library - Departmental
LIM           Library Main (Information Services)
LL            Lab – Language
LMD           Lab – Air Photo Library
LPB           Lab – Private Business
LR            Lab – Research/Research Space
LRD           Lab – Research Dark Room
LT            Lab – Teaching/Teaching Space
LT/LR         Lab – Research/Teaching
LTD           Lab – Teaching Dark Room
MED           Medical/Dental Practice
OA            Office – Academic Staff
OAE           Office – Academic Staff – Emeritus
OAF           Office – Academic Staff – Fellow
OM            Office – Management (Admin)
OMS           Office – Management Support Staff
OMW           Office – Management Workshop
OP            Office – Private (Union)
OPB           Office – Private Business
OR            Office – Academic Research
OS            Office – Academic Support Staff, Tech, Admin, Sec
OSW           Office – Academic Workshop
PD            Departmental Seminar/Lecture Theatre
PDH           Departmental Seminar – KFM
PM            Departmental Seminar – Management
PP            Pool Seminar/ Lecture Theatre
PPC           Computer Room – Pool/Public Access
RH            Restaurant Area – KFM
RPB           Retail Private Business
SD            Store - Departmental
SDG           Store - Departmental Garage
SE            Store - Estates & Buildings
SHMD          Store - KFM Residences

Maintained by David Firth          Page 9                         12/12/2010
SMB           Store - Departmental Management
SMX           Store - Xerox (Admin)
SP            Store - KFM (P+F)
SPB           Store Private Business
SU            Students Union Building
SX            Store – Xerox/Printing/PC Room
T             Toilet
TD            Toilet - Disabled
TG            Toilet - Gents
TL            Toilet – Ladies
U             Plant/Maintenance Room
VA            Vacant
VID           Video Room
WD            Workshop – Departmental
WE            Workshop – Estates & Buildings
WPB           Workshop – Private Business

Maintained by David Firth        Page 10        12/12/2010
                                                                      Annex 2

       Category code:

       (A)    Low Cost space     e.g. Barn, shed, some animal houses

       (B)    Medium Cost        Desk or office

       (C)   Medium/High Cost Serviced laboratory or facility (e.g.
                              laboratory, computer laboratory)

       (D)   High Cost           Highly Serviced laboratory or space (e.g.
                                 laboratory with air conditioning, or a Major

Maintained by David Firth          Page 11                          12/12/2010
                                                                       Annex 3

Activity Classifications:

(T) Teaching:

Higher Education, Further Education, Teacher training, (NHS nursing etc)
Including all students on UK based award/credit bearing courses-self funded,
sponsored, overseas (domiciled in the UK), and all teaching activities funded
under e.g. European Social Fund, TEMPUS, ERASMUS

All levels – sub-degree, degree, PGT

Full cost short courses/continuing education (non credit/award bearing),
overseas courses and other non publicly funded commercial teaching.

(R) Research:

Including the training and supervision of all PGR students including RTSG‟s,
CASE, self-funded. All publicly funded from Research Councils, institution -
/own-funded activity, UK government, European Union (European
Commission). All non-publicly funded from UK based charities, UK Industry,
commerce and public corporations, EU governments and all overseas bodies

(S) Support:

Central management and administration
Academic School costs relating to:
-Activities in support of T, R, O
-institutional management and administration
-contribution to sector or economy as a whole

(O) Other:

Consultancy (excluding private)
Other services rendered, including testing, non-R clinical trials
Residences, catering, and conferences
Other non T commercial activities (trading companies)
Costs of services sold externally by library, estates services, repographics

NHS Other (Clinical Services)

Services provided to the NHS under knock for knock arrangements

Maintained by David Firth           Page 12                          12/12/2010

To top