SPACE SURVEY

ROBERTA MCMANUS

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What are Facilities & Administrative (F&A) Costs?

“those that are incurred for common or joint objectives [of the University] and, therefore,

cannot be identified readily and specifically with a particular

sponsored project, an instructional activity or another

institutional activity”

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OMB Circular A-21 and F&A

Provides guidance on F&A cost treatment and definitions

Provides definitions and examples of each of the components for each major category

Requires educational institutions with more than $10 million in total direct costs to prepare Long Form F&A Proposal

Provides guidance on development/format of F&A Proposal submittal

F&A a.k.a. Overhead a.k.a. Indirect Cost Proposal

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OMB Circular A-21 and F&AF&A Cost Components Facilities

Building and Equipment Depreciation Interest Operations and Maintenance Library

Administration General Administration Departmental Administration Sponsored Projects Administration Student Services Administration

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F&A Allocation ProposalObjective of the F&A allocation

study is to aggregate and distribute F&A costs to the major functions of the institution in proportions reasonably consistent with the nature and extent of their use

Generally new rates are established every four years

FSU’s current rates expire June 30, 2010

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F&A Rate Development ProcessProcess must be designed to ensure that

Federal sponsors do not in any way subsidize the F&A costs of other sponsors,

Activities of the rate development process◦ Analysis of administrative expenses across the

university 26% Limitation

◦ Space survey conducted to determine how FSU facilities are being used (e.g. instruction vs. sponsored research) No limitation

SRAS currently preparing for 2010 proposal

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Space SurveyPurpose

◦Document building room usage◦Allocate Facilities costs◦Provide productivity analysis

Space survey tool WebSpace◦On-line◦ Integrates with F&A proposal analysis

software◦Enables management of survey process

and results

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Space SurveyMethodology

◦Identify buildings to survey (SRAS) Based on predominance of research

usage

◦Survey buildings/rooms (SRAS/Facilities Managers/Faculty) SRAS staff - support during process Facilities managers - facilitate/data entry Faculty involvement - identify how rooms

used and associated %

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Task Anticipated Time Frame

Notification to campus (e.g. Council of Deans)

April/May 2010

Identify/Notify facility managers May 2010

Education/Training June 2010

Conduct survey June - July 2010

Confirm results August – September 2010

Analyze/Update results October – December 2010

Submit F&A Proposal March 2011

Onsite Visit (estimate) March 2012

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SRAS Contacts

Roberta McManus – Associate Director◦rmcmanus@admin.fsu.edu◦645-2485

Helen McCann – Business Analyst◦hmccann@admin.fsu.edu ◦644-8947

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