What is the purpose of ASPIRE?
ASPIRE is Michigan Tech's Space Management And Inventory tool, as well as providing financial reporting. Space management is important for use in audits, facility and administration (F&A) rate calculations, capital outlay, classroom scheduling and space usage. It also provides an easy way to access expenditure information, conduct research projections, and see what equipment is in each room across campus.
Who do I ask for help with ASPIRE or report an issue?
Contact email@example.com and we will be glad to assist you.
Isn't ASPIRE going away?
No, ASPIRE is not going away. The system is in the process of being updated to new input and output screens. We will still need the help of Space, Department, and Equipment Coordinators to keep the space data up-to-date and accurate.
How do I request training?
Email firstname.lastname@example.org to request an in-person training session.
Is it possible to see historical information in ASPIRE?
ASPIRE is a snapshot of the current state and past information is not currently available. However, we might have records of past transaction through emails or prior space surveys. If there is a specific question, please contact email@example.com.
ASPIRE Application Questions
How do I access the ASPIRE application?
To access ASPIRE, you will need to access the Finance, HR and Student Banner modules. To request access complete a Banner Access Form for each area requested. For student information access, complete the Student Information Access Request Form and submit it to firstname.lastname@example.org. For Finance access, complete the Finance Access Request Form and submit it to Finanical Information Systems. For Human Resources access, complete the Human Resources Access Request Form and submit it to email@example.com.
If I have a problem accessing ASPIRE web pages, what do I do or whom do I call?
When accessing ASPIRE, use your ISO username and password to log in. If you are still having problems, please contact firstname.lastname@example.org.
How do I code an emeriti faculty?
On the room information screen, the function code for emeriti faculty is 12.0 Other Institutional Activities and the functional usage percentage would be 100% Other Institutional Activities. You should also add the basic attribute "EMTS" (emeritus/emerita) to the room. In the comment field you can make a note of their name and that they are in emeriti status.
How do I code a visiting scholar
On the room information screen, the function code for a visiting scholar is 12.0 Other Institutional Activities and the functional usage percentage would be 100% Other Institutional Activities. You should also add the basic attribute "VSTG" (visiting scholar) to the room. In the comment field you can make a note of their name and that they are a visiting scholar.
Is there a way to print the ASPIRE data?
To print ASPIRE data, you can right click on the screen and select "print" or copy and paste into a spreadsheet or word document to print from there.
How do I access Perceptive Content?
- Users must have separate access to Perceptive Content. Equipment coordinators can request access to the Perceptive Content Equipment Photos through Financial Services and Operations.
- ASPIRE must be open in Internet Explorer. Sorry, other browsers will not work with the Perceptive Content application plans.
- ASPIRE must be open to the "Room Information" page. The equipment information is pulled up by the location.
- Open Perceptive Content and click on the drop down arrow next to Applications
- If the building number is 0-99, choose the Perceptive Content Application Plan: ASPIRE-Equip-bldgs < 100.
If the building number is 100 or greater, choose the Perceptive Content Application Plan: ASPIRE-Equip-bldgs >99.
- Double click on the desired item in the list to open the pictures in the Perceptive Content viewer. If there is only one item in the list, the viewer will automatically open the images(s).
- Perceptive Content's related document feature will also allow you to view the asset's PO and/or invoice (assuming they exist in the Perceptive Content system). In Perceptive Content Viewer window (with an Equipment Photo open), under View, choose Related Documents. Then in the Related Documents drop down, choose Eq Photo to Invoice or Eq Photo to PO to locate the invoice or PO.
What is a 'Primary Room'?
- A primary room is defined as the room where an employee does most of their work or would like to be listed in an MTU directory.
- If an employee has only one room in which they work, it is their primary room. These occupants require no special attention.
- Student groups can be created for a term or longer to avoid the need to reselect them for additional meetings or work assignments.
- Rooms with multiple occupants (more than 1) are indicated in ASPIRE with a plus sign (+) to the right of the room number.
- Multiple rooms situations are easily managed using the methods shown below.
How do I add a secondary room or change a primary room?
Adding a secondary room (or multiple rooms) for an employee:
- If the new room is NOT the primary room, just click the room number link and add the occupant to the new secondary room.
- If the new room is the primary room, add the occupant and click the occupant link to indicate the new room as the primary. Click a radio button followed by the gold Update button.
Changing an employee from having multiple rooms to a single room:
- Delete their secondary room(s), leaving just the primary room OR
- Change their primary room first (from the occupant name link) and then delete the secondary room(s).
Changing the Primary room for a multiple room occupant who will remain a multiple room occupant:
- Click on the occupant name link and change the primary room using the radio buttons and the update button Then delete or add any secondary rooms, if necessary.
How do I assign occupants to a room who are not included in the department's new occupants screen?
Choose "Show All of the People" for a complete list of employees and graduate students to find and select the occupant.
What if there is a room on ASPIRE, and we do not have stewardship of that room anymore?
If you have a room on your space list that you currently do not have stewardship of anymore, send a request for change to email@example.com. Include an approval of the space change by the department chair or department director.
What if we have stewardship of a room, but it is not assigned to our department in ASPIRE?
If you do not have a room on your space list that you currently have stewardship of, send an email request for change to firstname.lastname@example.org. Include an approval of the space change by the department chair or department director.
Does a desk need to have a computer or phone to be considered a workstation?
No. A workstation is a physical location where one primarily does his or her work. It does not need to have a computer or phone or even someone currently working there to be considered as a workstation. For example, your department may have a workstation which is currently unused because of a hiring freeze. Since someone could still be working there, it should still be reported as a workstation.
Key to this definition is the word "primarily". A person may have a desk at which most of their work is completed, and may also have a large table at which they periodically sit at to sort papers, etc. Because most of the person's work is completed at the desk, the desk is to be reported as a workstation while the large table will not.
The area (net assignable square feet) listed for a room appears to be incorrect, how do I get this fixed?
E-mail to email@example.com and state which building and room it is. We will then determine what the proper square footage should be and make the change in our system.
What is the difference between the Function Code and the Functional Use Percent?
Function Codes are data items that are used to group space by function as defined by the Post Secondary Education Facilities Inventory and Classification Manual.
Functional Use Percentage is an Uniform Guidance data item (government cost principals for educational institutions) which are used for determining the space when calculating the F&A rate (facilities & administration).
How do I account for the room use during the summer, if a faculty member teaches during the summer session?
We are looking at the fiscal year rather than the academic year. Since this functional use of space study looks at the activity of a room for the entire fiscal year, the summer time room use should be weighted into your percent allocation computation.
Which Research Percentage column should Senior Design and Enterprise activities fall under?
Each Banner index is color coded as to whether it is Organized Research (OR) or Departmental Research (DR). Assign the activity according to the color coding. The color coding scheme is OR is gold, DR is tan, and OSA is blue.
What is the difference between departmental administration (DA) and general administration (GA)?
General Administration is the central administrative offices, like Purchasing, Payroll, Accounts Payable, and Accounting/Financial Services.
Departmental Administration is used primarily for academic administration. For example, Departmental Administration includes academic department chairs.
What do I do with Distance Education / Distance learning space?
Distance Learning is considered "Instruction."
Do I use the Library functional use percentage column for our departmental library?
No. This column is only to be used for the Van Pelt and Opie Library.
What do I do for Primary User when I have a faculty member who is on a leave or sabbatical?
Set the room functional use percent to 100% Other Institutional Activity (OIA).
When do I have to supply an account/index number to a room?
Rooms with salary & wage (S&W) research related activity should have all of the account/index numbers assigned to it. Remember, the University Space Committee is now using this data for space allocation purposes. Therefore, you want to give your department the proper credit for the work that is done in a given room.
Indexes are not required for the OIA activity, such as residence halls and Daniell Heights.
How do I handle departmental shared space in ASPIRE?
Only one department can be the controlling organization for a room. One additional department can be indicated as "user" of the space by contacting firstname.lastname@example.org with the request.
How do I handle vacant space in ASPIRE?
There is a 12 month rule for future use. If the space is not currently occupied, but you know a research project is going to be in that space in the future, then put the project down in that space. Keep in mind the timeframe of activity that we are looking at.
In ASPIRE, it says there is a piece of equipment in a room, but it is actually not in that room. What do I do?
All equipment is fed from Banner into ASPIRE and that data is entered by the Property and Plant Fund Accounting Office. Any inaccuracies should be reported to email@example.com and to the Property and Plant Fund Accounting Office. Provide the equipment tag number, the incorrect room number that is listed, and the room number where the equipment is currently located.
CAD Drawings/Door Plates
What if I have problems opening up the Facilities Management pdf building floor plan drawings?
What if the Facilities Management building floor plan drawings do not reflect our actual building layout?
Email firstname.lastname@example.org stating the space error and the ASPIRE administrators will work with Facilities Management to update the floor plan.
What if I do not have access to the Telcom drawings?
Telcom drawings require additional software called Autodesk Viewer to open the files. Ask IT to install it for you.
What if the door plate doesn't agree with the room number on the building floor plan drawings and ASPIRE?
Email email@example.com stating the door plate error and the ASPIRE administrators will work with Facilities Management to determine if the door plate will need to be replaced.