fy 2013 facilities & administrative (f&a) base year update mram – november 2012
DESCRIPTION
FY 2013 Facilities & Administrative (F&A) Base Year Update MRAM – November 2012. Management Accounting and Analysis A Division of Financial Management within Finance and Facilities. November 2012. Current F&A Proposal Process and Schedule Role of Campus Units Space Inventory - PowerPoint PPT PresentationTRANSCRIPT
FY 2013 Facilities & Administrative (F&A) Base Year Update
MRAM – November 2012
Management Accounting and AnalysisA Division of Financial Management within Finance and Facilities
November 2012
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Overview
• Current F&A Proposal Process and Schedule• Role of Campus Units
– Space Inventory– Budget Classification (Cost Pools)– Tracking Non-reimbursable Costs– Tracking Lab Occupants
• Tools and Training• Questions and Contacts
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Schedule
The next F&A rate proposal is scheduled to be submitted to DHHS in Spring 2014.
The proposal is based on costs incurred during
the fiscal year July 1, 2012, through June 30, 2013,
our “base year”.
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Facilities and Administrative Rate ProposalProject Life Cycle
Initiation Develop project plan and budgetForm key campus advisory committees
Scope
Planning
Implementation
Control
Close
Assess and address pre-base year opportunities and risks
Develop campus training and tools Update space inventory and CAD drawings
Conduct campus training Departments functionalize space & external review of spacePrepare F&A proposal and facilities projections:
O&M (central and department-funded repair & maintenance, utilities, security, and EHS)
Equipment and building depreciationCost sharing and base issuesSpecial rates (SLU, APL, and RPC)
Submit proposal and projections
Respond to DCA information requestsPrep campus departments for DCA space reviewsDCA campus visits and space reviews
Determine negotiation parameters with Steering CommitteeNegotiate ratesConduct proposal post-mortem
Winter 2011
Winter 2011 – Summer 2012
Spring - Fall2012
Fall 2012- Spring 2014
Summer 2014 -Winter 2015
Spring 2015
November 2011
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Role of Campus Departments This Fall
1. Participating in FY 2013 space inventory assessment (October 2012-February 2013)
2. Keeping track of lab occupants throughout year (throughout FY 2013)
3. Reviewing classification of all departmental budgets (throughout FY 2013)
4. Tracking non-reimbursable expenditures (departmental (non-research) budgets) (throughout FY 2013)
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Role of Campus Departments Later This Year1. Complete FY 2013 space survey and functionalization
(March 2013-June 2013)
2. Finalizing reporting of non-reimbursable FY 2013 expenditures to MAA (departmental (non-research) budgets) (throughout FY 2013)
3. Timely completion of FEC’s and other cost share reporting (if not already into MAA by deadlines)
4. Updating inventory of FY 2013 equipment, including locations in OASIS (by July 2013)
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Tools and Training – MAAhttp://f2.washington.edu/fm/maa/fa
MAA Campus Trainings:
Fall 2012:• December 10th 9:-10:30am (SCC 303)• January 29th 9:30-11am (HUB 214)• February 26th 9:30-11am (HUB 214)
• General Overview• Space Inventory• Unallowable Costs• Budget Review/Classification
Winter/Spring 2013:• February 4th 9:15am-10:45am (SCC 303)• February 5th 9:30-11am (HUB 214)• March 4th 9:15am-10:45am (SCC 303)• March 5th 9:30-11am (HUB 214)• Late spring – Hands-on (TBD)
• Space Survey Functionalization
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Tools and Training – GeoSIMShttps://baptistin.opb.washington.edu/geosims/mapviewer.htm
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SPACE SURVEY - Research Space Functionalization Worksheet ( last updated 10/19/12 ) Sample 3
Research Group: Hastings Budget(s): 990033 990138 989003 989073 987123Assignment Org Code: 9799007799 Building: 2113 Room(s): 181 182 183 183A 183B 183D 183G
66 14 16 0 4 0SIMS Functional Use Codes: OR DR INST OSA OIA (other)
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) (13) (14) (15)
Occupant Name: Surname (Given
Name)Occupant
IDOccupant
Type
Nominal FTE
per HRGrant Paid?
Writing Thesis
in Lab?
Project FTE
(per FEC)Months Worked
Function FTE OR DR INST OSA OIA (other)
Hastings 999900031 PI 1 Y 1.00 12.0 1.00 0.75 0.25Jaeger 999900032 VP 1 Y 1.00 12.0 1.00 0.75 0.25Koenig 999900033 G .5 Y N 0.50 9.0 0.38 0.38Losse, Lillian 999900034 G .5 Y Y 0.50 9.0 0.38 0.32 0.06Losse, Lyman 999900035 F 1 Y 1.00 10.5 0.88 0.77 0.11Martinez 999900036 VP 1 Y 1.00 11.0 0.92 0.75 0.17Norbert 999900037 RS 1 Y 1.00 12.0 1.00 0.75 0.25Olpin 999900038 RS 1 Y 1.00 3.0 0.25 0.2511 499 undergrads 000000000 499 5.5 N 5.50 2.5 1.15 1.15Winters 999900039 F 1 N 0.65 2.5 0.14 0.14Zeiss, Zachary 000000000 O 1 N 0.50 7.5 0.31 0.31
ADD / INSERT
Occupant Name: Surname (Given
Name) Function FTE OR DR INST OSA OIA (other)Hastings 1.00 0.75 0.25 0.00 0.00 0.00 0.00 on departmental start-up funds for first 3 monthsJaeger 1.00 0.75 0.25 0.00 0.00 0.00 0.00 on departmental start-up funds for first 3 monthsKoenig 0.38 0.38 0.00 0.00 0.00 0.00 0.00 started in month 4; has external office for writing thesisLosse, Lillian 0.38 0.32 0.00 0.06 0.00 0.00 0.00Losse, Lyman 0.88 0.77 0.11 0.00 0.00 0.00 0.00 started in middle of month 2; 1.5 months on start-up fundingMartinez 0.92 0.75 0.17 0.00 0.00 0.00 0.00 started in month 2; 2 months on start-up fundingNorbert 1.00 0.75 0.25 0.00 0.00 0.00 0.00 Sr Comp Spec; on departmental start-up funds first 3 monthsOlpin 0.25 0.25 0.00 0.00 0.00 0.00 0.00 Tech/tool maker; started in month 7 - winter quarter only11 499 undergrads 1.15 0.00 0.00 1.15 0.00 0.00 0.00 group of 11 worked 2.5 months during spring quarter (mos 10-12)Winters 0.14 0.14 0.00 0.00 0.00 0.00 0.00 cost shared time working beside his class of 11 499 studentsZeiss, Zachary 0.31 0.00 0.00 0.00 0.00 0.31 0.00 volunteer half time fr month 5 - instructor at SCC - on sabbatical 0.00 0.00 0.00 0.00 0.00 0.00 0.00
ADD / INSERT
Totals 7.41 4.86 1.03 1.21 0.00 0.31 0.00Percent 100 66 14 16 0 4 0 <<< Enter these percentages into SIMS
OR DR INST OSA OIA (other)
Notes
started in month 4; has no external office for writing thesis; estimated
SIMS Functional Use Percentages:
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Contact InformationManagement Accounting and AnalysisPhone: (206) 543-8282FAX: (206) 897-1482Box: 354988Brion Norton 543-8282 [email protected] Chapman 543-9985 [email protected] Rosencrans 616-8490 [email protected] Williams 616-2069 [email protected] Anthony 616-1379 [email protected] Camber 543-8951 [email protected]
Management Accounting and AnalysisA Division of Financial Management
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On-Campus Organized Research F&A Rate
F&A Expenditures ---------------------------------------------- = F&A Cost Rate MTDC Base ( incl Cost Sharing)
Where:
F&A Expenses = Allowable Indirect Costs allocated to the Organized Research function
MTDC Base = Allowable Direct Cost expendituresclassified as Organized Research
F&A Cost Rate = Proposed Organized Research F&A Rate
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