Maximus, Inc. · NYSE:MMS
Maximus — MAXIMUS Higher Education Space Webinar (January 2017)
16 slides from Maximus's conference presentation, Jan 31, 2017
Slide 1: Using WebSpace to improve the space survey process
Using WebSpace to improve the space survey process January 31, 2017 1 Agenda • Introduction to MAXIMUS and Higher Education Practice • Introduction to WebSpace • Introduction to Space Survey process • Step-by-Step Survey Process in WebSpace • Reporting and Analysis • Other Uses 2 (c) 2017 MAXIMUS, I
Slide 2: MAXIMUS and Higher Education Practice
MAXIMUS • One of the largest publicly held firms with dedicated services to government and education sectors • Revenues > $2.5 Billion • Excellent financial condition • 18,000+ employees in more than 600 offices in the U.S., U.K., Australia, Canada and Saudi Arabia • MAXIMUS Higher Education serves
Slide 3: WebSpace
WebSpace • Web-based system for inventorying and surveying space to meet F&A requirements (Compliant with Uniform Guidance) University requirements • Developed by MAXIMUS • On the market for over 15 years • Works with standard browsers and databases • Integrated with 5 WebSpace • Flexible produc
Slide 4: Keys to Successful Space Survey
Keys to Successful Space Survey Consistent Defensible -Same approach across -Complies with UG all departments Consistent -Collects all required -Easy access to data Defensible information Detailed - Hands-on Training Detailed Practical - Alignment of payroll & -Inventory-only option Practical -Alter
Slide 5: Sample WebSpace Clients and Features
Sample WebSpace Clients • Johns Hopkins University • University of South Carolina • Washington State University • Harvard Medical School • Florida State University • Rice University • Temple University • Ohio University • The Ohio State University • Florida Atlantic University • Boston University •
Slide 6: Space Survey Key Roles
Space Survey Financial Space Data Data Payroll Floor Data Employee Plans Data 11 Key Roles Department College Admin Central Admin Individual Admin • Can do • Inventory • Progress for • Specific Room everything • Survey the college assignment • Responsible • Reporting • Notification and for system •
Slide 7: WebSpace Process
WebSpace Process 3 2 Survey 1 • Use Payroll of Occupants as a Clustering guide for Survey • Assign • Cluster Labs percentages Inventory • Add Occupants based on usage • Confirm Room • Assign PI Listing • Assign PI • Assign Occupants 13 Dashboard Room Count Percentages Floor Plans 14 (c) 2017 MAXIMUS
Slide 8: Step 1 – Inventory
Step 1 - Inventory • Confirm that the room listing is accurate – make any necessary updates • Inventory-only rooms (in green) – to confirm the inventory without performing a survey • Indicate if the room is shared or belongs to another department/unit 15 Step 1 – Inventory – Occupants and PI • Updat
Slide 9: Step 2 – Clustering and Step 3 – Survey
Step 2 - Clustering • Labs can be clustered if managed by same PI with the same Occupants 17 Step 3 - Survey • Survey only Inventory completed rooms and clusters • Use Payroll as a guide • Update final survey percentages • Validate Funding Sources 18 (c) 2017 MAXIMUS, Inc 9
Slide 10: Step 3 – Survey
Step 3 - Survey • Specify activities that take place in a lab • Specify percent of time spent on those activities A) Activities by Occupant/Funding Source: B) Percent of Time spent on activities: 19 Step 3 - Survey • Update Survey Percentages and validate/confirm funding sources supporting the activ
Slide 11: Reporting
Reporting • Standard reports Downloadable to Excel or PDF Provide analysis Inventory and Survey Status Reconciliation Statistics • Ad hoc reports Available to the Central Administrator to create Can be distributed to other users 21 Reporting Survey Results by Room Type: Survey Results
Slide 12: Reporting
Reporting Occupants Assigned to Rooms: Accounts/Funding Sources Assigned to Rooms: 23 Reporting View Organization – summary for the Department: 24 (c) 2017 MAXIMUS, Inc 12
Slide 13: Other Uses of WebSpace
Reporting 25 Other Uses of WebSpace Annual Space Inventory • To ensure space is up to date • To ensure occupancy is up to date Space Productivity • Analyze space by PI • Analyze space by Occupant • Analyze space by Department Space Growth • Analyze how overall space has changed by department •
Slide 14: WebSpace vs Other Systems
WebSpace vs Other Systems Process Other Systems Process Other Systems Availability of Financial, Generally not available All available within WebSpace Payroll and HR Data within the system; requires access to other systems Recording of PI, Occupants Not Configurable Configurable based on Room and Un
Slide 15: WebSpace In Conclusion
WebSpace In Conclusion • Web moves us into the 21st century Puts the tool into the hands of the Departments Saves time/effort • Improves space information Keeps the inventory of the space up to date • Optimizes the F&A rate Inventory and survey system that is applicable to future years’ calc
Slide 16: Upcoming Webinars
Upcoming Webinars • Subrecipient Monitoring and 2CFR 200 • February 21, 2017, 2pm EST • MAXIMUS Effort Reporting System (ERS) Demo • March 14, 2017 2pm EST • Internal Control: An Introduction • April 25 • 2:00 p.m. EST • Service Center Q&A • May 16 • 2:00 p.m. EST • F&A Rate Extensions: How, Why and
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