Space Survey

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. Given the substantial influence of space on the F&A rate, it is crucial to accurately determine and assign the utilization of each room to the appropriate function(s).

Accordion Group

Open All Tabs
  • What is the Space Utilization Survey & 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 2024

    The University-wide space survey for calculating the next F&A rate submission will utilize FY 24 as the base year. The Maximus WebSpace Survey Tool will serve as the space system of record for the UM F&A rate proposal. Information in WebSpace has been populated from the data in the University’s space management system. With this information current, departments will validate space assignments, primary use, and occupied space; confirm and designate occupants; identify recharge centers, clusters, and service-related rooms; functionalize each research-related room based on activities conducted. This process involves specifying funding sources for all designated occupants and indicating the percentage of time they spend in the research space.

  • Survey Role

    Department or business managers are generally assigned to this role. They are individuals who manage the fiscal operations of the department and are familiar with department budgets, including their start and end dates. ​ Individuals in this role should be familiar enough with their department’s budget to:

    • Understand payroll and budgets charged for faculty and staff, which includes accessing payroll to confirm how employees are paid and other systems to validate Human Resource and other information.
    • Understand cost share and how to correctly reflect it. ​
    • Understand Uniform Guidance and how to apply definitions to reflect space usage. ​
    • Work with PIs/Lab Techs who are contributing to various projects to determine how much time they (and their staff) spend in a room​.

  • Department Data Reviews and Updates

    Conduct quality assurance assessments on the space survey results to ascertain the necessity of any follow-up or additional updates. Meetings will be arranged by the ORA F&A Team and Maximus with departments to carry out these reviews.

  • System Links

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

  • Office Hours

    We will provide office hours for the space survey. Please email faspacehelp@miami.edu with any questions or schedule a one-on-one meeting. 

Top