F&A Proposal Departmental Task Checklist

Complete the Space Inventory

  • When: Fall 2012
  • Who: All Units
  • Online Tool:  http://opb.washington.edu/geosims
  • Web Resource:  https://gis.cpo.washington.edu/floorplans/
  • Tasks:
  • Assign responsibility for reviewing Departmental space
  • Obtain user access to GeoSIMS (simshelp@uw.edu)
  • Confirm that rooms in GeoSIMS match actual Departmental space
  • Confirm that room numbers on doors agree with numbers in GeoSIMS
  • Send floorplan change requests to flrplans@uw.edu
  • Review room types ("Primary Use" in GeoSIMS) and note needed corrections
  • Review and update room assignments, including org code and EID of primary occupant
  • Enter changes into GeoSIMS

Track Occupants of Labs

  • When: Throughout FY 2013
  • Who: Research Units only
  • Online Tool:  http://opb.washington.edu/geosims
  • Web Resource:  http://f2.washington.edu/fm/maa/fa
  • Tasks:
  • Determine which research labs will be surveyed  (eg, room types 250, and 260-264)
  • Set up your system for recording who worked in the space during the base year
  • There is a 'Space Survey Functionalization Template' available for download and use from the Space Functionalization Toolbox
  • Document occupants of each research lab space in GeoSIMS
  • There is a batch 'Occupant Upload Template' available for download and use from the Space Functionalization Toolbox
  • If you use the Occupant Upload Template, e-mail the completed file as an attachment to Brion Norton at brionn@uw.edu

Review A-21 Budget Cost Pool Classifications

Track Non-reimbursable Costs

  • When: Throughout FY 2013 & finalize after biennium close
  • Who: All Units
  • Web Resource: http://f2.washington.edu/fm/maa/fa
  • Tasks:
  • Review instructions linked from the F&A Proposal section of the MAA web page
  • Review all state, gift, and RCR budgets for any non-reimbursable activity.
  • Hightlight non-reimbursable costs.
  • Submit non-reimbursable costs to MAA in early Fall 2013 (web tool under development)

Complete Space Survey and Functionalization

  • When: Spring 2013
  • Who: Reseach Units only
  • Online Tool:  http://opb.washington.edu/geosims
  • Web Resource (instructions and training):  http://f2.washington.edu/fm/maa/fa/space-fy2013
  • Web Resource (templates):  http://f2.washington.edu/fm/maa/fa
  • Tasks:
  • Assign responsibility for functionalizing research space  (room types 250-277)
  • Review instructions linked from "Space Survey" in the F&A Proposal section of the MAA web page
  • Attend in-person training
  • Determine which payroll records and effort reports to use
  • Identify budgets paying for effort in research space
  • Confirm space inventory is correct
  • Interview PI and lab staff to determine what activities occur in labs, how work is funded, and who occupied space
  • Calculate functionalization percentages for labs (room types 250 and 260-264)
  • If you decide to use it, download the space survey template from the MAA web page
  • Calculate functionalization percentages for support rooms (room types 255 and 265-277)
  • If you decide to use it, download the support room template from the MAA web page
  • Enter data into SIMS

Complete and Record Cost Sharing

  • When: Throughout FY 2013
  • Who: Research Units only
  • Tasks:
  • Review cost share commitments on awards
  • Ensure cost share commitments planned for FY 2013 are recorded in the cost share system in FY 2013 (gcahelp@uw.edu or efecs@uw.edu)
  • Ensure all faculty effort and GCCR reports are completed in a timely manner

Locate All Capitalized Equipment and Update OASIS

Key Resources

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