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.

Practice Survey 2022

The practice space survey for select departments started on June 8th, 2022 and will close September 2nd, 2022.  Sample departments were selected to provide a diverse cross section of the University to shape the training materials and uncover any potential issues before the base year survey.   

Base Year Survey 2023

The University-wide space survey for calculating the next F&A rate submission will take place in the first half of 2023. The Maximus WebSpace Survey Tool will be the space system of record for the UW F&A rate proposal. Information in WebSpace will be populated from the data in the University’s space management system InVision. Updates made through December 2022 will be transferred to WebSpace allowing departments time to prepare and reduce the number of changes needed during the space survey.

In preparation of the base year space survey, departments will need to ensure their space inventory is up to date. If there are recent renovations or other changes that require updated floor plans, please reach out to facilities at flrplans@uw.edu. Departments will also want to review their space to confirm all rooms are accurately assigned to their department. If rooms need to be transferred between departments, please email careteam@uw.edu.

To save time during the space survey, departments are also encouraged to review PIs, occupants, and budget numbers associated with research space prior to December 2022. If this information is current, departments will be able to confirm the base year information uploaded to WebSpace and will need to make fewer edits during the survey. 

Training Schedule

Practice Year

To assist you with preparation for this key data accumulation process, MAA has recorded the practice training and linked below.

Practice Space Survey Training

Office Hours will be available on Monday's at 1PM for drop in Q&A - Zoom Link

One-on-one help sessions can be requested through the fahelp@uw.edu email.

Base Year

Base Year training will take place in January 2023.

 

WebSpace: https://webspace.maximus.com/uw/ 

UW Facilitites Space Manager:  https://facilities.uw.edu/catalog/space-manager