M E M O R A N D U M
To: Facility Planners
From: Harold Horton, Director, HEI
Stephanie McCann, Assistant Director, HEI
Michael Long, Analyst, HEI
Date: October 17, 2001
Re: Other Source of Funds File Structure Now Available
cc: HEI Liaisons
Chief Fiscal Officers
HEI Facilities Data Reporters
Rich Petrick, Vice Chancellor for Finance
The file structure is now final for the Other Source of Funds (OS) file. You may recall we passed out a draft of this file at the capital
planning meeting that many of you attended in May. We appreciate the feedback that we received on this file. You may view the file
layout at: http://regents.ohio.gov/hei/datasubdoc/facilities/production/osfile.html.
Please note that the purpose of this file is to provide a better picture of the amount of monies invested in the rehabilitation of buildings.
Currently Regents staff have documentation of only state funds invested in buildings. In order to have a complete picture of building
rehabilitation investments, Regents staff need to collect data on other contributions toward building rehabilitation.
These data will be used to determine a rehabilitation date for buildings for use in the aged space calculation. You may recall that, for
the aged space calculation, Regents' staff look at each building and the investments in that building over the previous ten years.
Beginning ten years back, all investments for each year are summed. When 50% of the replacement value of the building has been
invested in the building, a rehabilitation date is assigned to that building. The replacement value of the building is reported in the
Physical Structure Inventory (PS) file. Consider this example: In 2003, Building A has a replacement value of $1 million. In 1993,
January 3, 2005e invested in the building until 1998 when $300,000 were invested in the
building. Thus when funds for 1993 and 1998 are summed a total of $550,000 (over 50% of the total replacement value) have been
invested in the building. Thus, a rehabilitation date of 1998 is assigned to Building A. Building A is then treated as a 1998 building
when being considered for the distribution of capital funds.
Because this file is primarily for use in the aged space calculation, you need only submit records for those buildings for
which we calculate aged space. In the next few weeks, we will provide those who are designated as data reporters for this
file with the building numbers and names for which aged space is calculated for your institution.
Please notice on the OS Data Submission Document the first submission involves eight years of other funds data and should be
reported March 1, 2002 through April 30, 2002. We will need two more years of OS data in January 2003. After the two initial OS
submissions, the file will become a biennial submission that will be due in January of odd years.
The individual submitting the data for this file will need access to HEI. Please determine the individual who should submit this file and
have that individual contact the HEI liaison at your institution. Your liaison can go to their HEI account administration pages to assign
access for the Other Source of Funds (OS) file. You can find your liaison's name on the WWW at:
http://hei.regents.state.oh.us/cgi-pub/hotlink?$people_page?@PAGE=%22liaison%22
If you have any questions about the aged space calculation or the OS file, please contact Stephanie McCann via email at
smccann@regents.state.oh.us.
Thank you.
Dear Facilities Data Reporters:
The Other Source of Funds (OS) edit window is now open for submission. The edit window closes on April 30, 2002. The OS data submission
document is located at: http://regents.ohio.gov/hei/datasubdoc/facilities/production/osfile.html.
There are two ways to submit the OS file. First, you can submit the traditional batch file using the data input site. You may also choose to
submit this file on the HEI data entry portal. The data entry portal is accessible only via the data input site on the left-hand side of your
screen. The data entry portal allows data reporters to enter data record
by record on a data entry screen. For more information about how to submit a file through the data entry portal there is a tutorial located
on the left-hand side of the screen on the HEI data entry portal page.
If the OS file does not appear as a selection in the drop down box on the HEI data input site for the facilities data area, it is most likely
that you have not been designated as an OS data reporter by your HEI Liaison. To date, only 17 institutions have established OS data
reporters. If the OS file is not listed on the data input site for the facilities data area please contact your HEI Liaison. You can locate
contact information for HEI Liaisons at:
http://hei.regents.state.oh.us/cgi-pub/hotlink?$people_page?@PAGE=%22liaison%22
If you have any questions regarding the OS file please contact Jackie Seevers at jseevers@regents.state.oh.us
Thank you.
M E M O R A N D O M
To: Facilities Data Reporters
From: Stephanie McCann, Assistant Director, HEI
Jackie Seevers, Consultant
Date: February 5, 2002
Re: Buildings included in the 2000 Age Space Calculation
cc: HEI Liaisons
Facility Planners
Dear Facilities Data Reporters:
I'm writing to inform you that the list of buildings that were included
in the 2000 Aged Space Calculation is now available. Remember that these
are the buildings that should be reviewed to determine if there were
any other source of funds (other than state funds) used to renovate
or rehabilitate these buildings. Also, for the first submission of the
Other Sources of Funds (OS) file, we only need funds that were received
beginning in January 1993 through December 2000. If there are such funds
then the buildings and funds should be included in the OS File. The
OS file is due beginning on March 1, 2002 and closes on April 30, 2002.
The OS data submission document is located at http://regents.ohio.gov/hei/datasubdoc/facilities/production/osfile.html
Attached you will find an Excel spreadsheet
that details the Campus, Physical Structure Identifier, Physical Structure
Name, Addition Identifier, and Addition Name. These buildings had either
an instruction and general function code or area type in the 2000 Area
Inventory File, which is one of the requirements to be included in the
Aged Space Calculation. In the 2003 Age Space Calculation, the non-funded
category A will contain all buildings with a construction date of 1985
and younger. Data reporters may shorten the attached list of buildings
by filtering out buildings that have a construction date of 1985 or
younger. However, after the 2003 Aged Space Calculation we may need
other source of funds data on these buildings.
If you have questions about the attached list of buildings please contact
Jackie Seevers at jseevers@regents.state.oh.us.
Thank you.
Subject: Other Source of Funds (OS) Edit
Window is now open
Date: Fri, 01 Mar 2002 07:44:30 -0500
From: Jackie Seevers <jseevers@regents.state.oh.us
Organization: Ohio Board of Regents
To: hei_facilities_reporters@regents.state.oh.us
CC: hei_liaisons@regents.state.oh.us, facplanr@regents.state.oh.us
Dear Facilities Data Reporters:
The Other Source of Funds (OS) edit window is now open for submission.
The edit window closes on April 30, 2002. The OS data submission document
is located at:
http://regents.ohio.gov/hei/datasubdoc/facilities/production/osfile.html.
There are two ways to submit the OS file. First, you can submit the
traditional batch file using the data input site. You may also choose
to submit this file on the HEI data entry portal. The data entry portal
is accessible only via the data input site on the left-hand side of
your screen. The data entry portal allows data reporters to enter data
record by record on a data entry screen. For more information about
how to submit a file through the data entry portal there is a tutorial
located on the left-hand side of the screen on the HEI data entry portal
page.
If the OS file does not appear as a selection in the drop down box on
the HEI data input site for the facilities data area, it is most likely
that you have not been designated as an OS data reporter by your HEI
Liaison. To date, only 17 institutions have established OS data reporters.
If the OS file is not listed on the data input site for the facilities
data area please contact your HEI Liaison. You can locate contact information
for HEI Liaisons at:
http://hei.regents.state.oh.us/cgi-pub/hotlink?$people_page?@PAGE=%22liaison%22
If you have any questions regarding the OS file please contact Jackie
Seevers at jseevers@regents.state.oh.us
Thank you.
M E M O R A N D U M
To: |
Facilities Data Reporters |
From: |
Stephanie McCann , Assistant Director, HEI
David Smith, Analyst, HEI
|
Date: |
January 3, 2005 |
Re: |
Buildings to Review for 2004 OS File |
Cc: |
HEI Liaisons
Facility Planners |
|
|
Dear Facilities Data Reporters:
To help you prepare your 2003 Other Sources of Funds (OS) File, we are sending you an inventory of buildings as reported in 2003 with I&G space and a reported area type in them. As you recall, the Aged Space Calculation includes all owned buildings that have I&G space in them. Because many campuses have not yet submitted their 2004 facility data, we used 2003 data to put together the attached file. The buildings in the attached file should be reviewed to determine if there were any other source of funds (other than state funds) used to renovate or rehabilitate these buildings. You will also need to review any new spaces that are submitted in 2004. The OS data submission document is located at:
http://regents.ohio.gov/hei/datasubdoc/facilities/production/osfile.html
Attached you will find an Excel spreadsheet that details the Campus, Physical Structure Identifier, Physical Structure Name, Addition Identifier, and Addition Name of buildings. We plan to create a query that you will be able to use in future years for determining which buildings to include in your OS file.
If you have questions about the attached list of buildings please contact David Smith using the contact information below.
Thank you.
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