Everything You Always Wanted to Know About Space at the Alamo Colleges. Presented by: Facility Programming and Consulting Doug Lowe, AIA, LEED AP

Transcription

1 Everything You Always Wanted to Know About Space at the Alamo Colleges Presented by: Facility Programming and Consulting Doug Lowe, AIA, LEED AP August 11, 2009

2 Discussion A Primer on Space Reality Check Benefits of Standardization Potential for Cost Savings Utilization Study Update

3 A Primer on Using Space Wisely

4 Guiding Principles How SHOULD we be using our space? Sq. ft. per student targets Classroom utilization targets Class size targets Where can we operate more efficiently and use less space? (Without reducing our level of service) Other Agree on common definitions and measurement conventions Regular benchmarking exercises with peers

5 Inventory How much space do you have? Where is it located? What type of space is it? (room type) Who occupies each space? What is the capacity of each room? What condition is it in? Physical condition Functional adequacy ( good space vs. bad space ) What are the physical attributes of each room?

6 Space Definitions Net Assignable Non-assignable Custodial Gross E&G Non-E&G Inside a room (65%) Used for college purposes (35%) Support (restrooms, corridors, etc.) Needs to be cleaned Everything Education & General Other (bookstore, food service, student life, etc.) 5 Factor Model Teaching, library, office, support & research

7 Utilization Classrooms and Laboratories How many hours per day is each room in use? Which rooms are in use at which times during the day? Which rooms have above average use? Why? Which rooms have below average use? Why? What are the usage patterns throughout the day? Collectively Room-by-room Day-by-day

8 Capacity How much total enrollment can your current buildings support? Where are you short of space and where do you have too much space? Where is space not being put to its highest and best use?

9 Staffing Model Number of staff per department Sq. ft. per staff for each department Number of full-time faculty per department Number of adjunct faculty per department

10 Demographics Where do current students live? What are the most probable growth scenarios? How many potential students are likely to enroll?

11 Enrollment Projections Convert demographic growth in projected enrollment For the college By department By type of student (agree on consistent definitions) FTE Non-credit Dual-credit Etc.

12 Future Space Needs Update and/or establish space standards Convert projected enrollment growth into sq. ft. For the college By department By room type When will the projected space needs exceed available capacity? When will a campus become too crowded?

13 Centralized vs. Decentralized Assess if change can make operations more efficient? Does this affect the staffing model? Does this affect the space requirements?

14 Dual Credit Which colleges offer dual credit courses? What classes are taught as dual credit? Where are out dual credit courses physically taught? What does dual credit mean for our space utilization?

15 GAP Analysis Address all of the variables Stakeholder input Evaluate options Identify the probable cost and potential savings Recommendations for: How can we balance our current space and our projected space? Where is space not being put to its highest and best use? How can we turn bad space into good space? What new space is needed? What existing space should be re-purposed? Operational and staffing changes

16 Reality Check: What happens at Most Colleges Decisions tend to be made: To fix individual problems Using localized criteria for that college Based on anecdotal evidence of perceived need With little measurable justification

17 This Approach Can Lead to: False starts Re-inventing the wheel Legacy problems Overlap Inefficiencies Spending more than you need to spend

18 Why This is a Problem Approximately 85% of the cost of a building occurs AFTER move-in. Making ill-informed decisions about space has the potential to imbed significant recurring costs.

19 Trial & Error is Not a Strategy

20 The Big Picture Standardization can save money The Alamo Colleges would benefit from a more standardized approach to space: Measure current performance Compare yourself to peers Establish performance metrics or goals Consistently apply standards and guidelines Continually measure how well you are doing

21 Standard Performance Metrics Sq. Ft. per student Overall (done) By department By College Class section sizes (done) Classroom & lab utilization Average weekly hours of use Daily Sharing departmental labs Other Short Term Objective To increase utilization enough to be able to mothball your least energy efficient building (or portables).

22 The Key to Cost Savings Provide the data an analysis required to guide the optimum creation, management and operations of campus facilities. Find space you didn t know you had and put it to work. Illustrate how classrooms can be used more efficiently. Identify duplication and recommend ways to reduce it. Demonstrate how rightsizing your facilities can provide cost savings. Prioritize your real building needs by deploying hard data instead of a wish list.

23 Initiatives Identified to Date Evaluate the Opportunities to Save: Downsize Consolidate Outsource Phase Out For Example: The Integrated Support Services Center Shipping & Receiving Mail Print Services

24 Regional Consortia Cost Saving Examples Five Colleges, Inc. (Amherst, MA) Joint appointments in risk management and recycling Jointly recruit for admissions Conduction joint management training Cooperative purchasing agreement saves $1 million annually Joint automated library system and online course catalog Share several academic departments Make joint faculty appointments Associated colleges of Central Kansas (McPherson, KS) $1.2 Million annual savings from consortial acitviies in: Administrative computing services and centralized programs Health insurance pool Internet access through a single vendor Daily courier service Blackboard server Baltimore Collegetown Network (Baltimore, MD) 17 member colleges offer cross-registration to help eliminate unnecessary duplication of courses

25 Regional Consortia Cost Saving Examples Lehigh Valley Association of Independent Colleges (Bethlehem, PA) 6 member institutions along with 7 other regional institutions have entered collaborative purchasing programs which have generated substantial cost savings. Southeastern Pennsylvania consortium for Higher Education 8 members share: Administrative services Common calendar to facilitate co-curricular and curricular activities Cross-registration and transfer processes Collaborative student activities Jointly hire faculty and staff in mutually beneficial areas Jointly develop new academic programs Jointly provide faculty development Colleges of the Fenway (Boston, MA) 6 neighboring instituions share: Courses, programs and services Cross-registration of students Master planning Information Technology Temp Services Advertising Contracts Joint admissions and marketing events

26 Update on the Utilization Study Occupancy Room Utilization Room Attributes Demographics Enrollment Projections Space Projections

27 Occupancy

28 Room Utilization

29 Room Attributes & Teaching Technologies

30 Room Utilization

31 Demographics - NVC

32 Enrollment Projections - NVC

33 Space Projections - NVC

34 The Pilot Study A pilot study to show how to get to the Gap Analysis is also underway