Introduction
The space utilization survey is the most critical part of the Facilities and Administrative (F&A) or indirect cost proposal. The results of the survey determine how most of the facility costs (depreciation, interest, and operations and maintenance expenses) in the F&A cost proposal will be allocated to University functions such as instruction and organized research. Because space has a substantial impact upon the F&A rate, it is essential to accurately determine and assign the utilization of each room to the correct function(s).
What is the Space Utilization Survey and Functional Coding?
The space utilization survey is the process of assigning the actual functional use coding and percent of use to campus space. Put another way, the space utilization survey gathers data on the specific use of campus space. This differs from the space inventory in that the inventory determines and assigns codes on the general use of space (i.e., primary use). Functional use codes used for the space utilization survey are based on guidance from Uniform Guidance CFR 2, Part 200, Subpart E and defined in the University's Space Functional Use Definitions.
Base Year Survey 2023
The FY2023 Space Survey is now complete and the F&A proposal has been submitted to HHS for review and negotiation. MAA will be working with Facilities on the launch of FM Systems, and will begin working with colleges/departments prior to base years to ensure space data is current. Making changes leading up to the next base year and space survey will help reduce the amount of work required during the full campus space survey and provide a better workload balance for our campus partners.
System Links
FY2023 Space Survey - WebSpace: https://webspace.maximus.com/uw/
UW Facilities Space Manager: https://facilities.uw.edu/catalog/space-manager