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Ottawa Ontario. Managing Space – Policies, Procedures and Systems: Algonquin College. CAUBO Annual Conference Winnipeg June 2008 Presented by: Phil Rouble Facilities Planning Specialist roublep@algonquincollege.com http://academic.algonquincollege.com/staff/roublep. Ottawa Ontario. - PowerPoint PPT Presentation
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Managing Space – Policies, Procedures and Systems:
Algonquin College
CAUBO Annual ConferenceWinnipeg June 2008
Presented by: Phil Rouble
Facilities Planning Specialist
roublep@algonquincollege.comhttp://academic.algonquincollege.com/staff/roublep
Ottawa Ontario
Algonquin College• Full service, publicly funded Community
College with one central urban campus in Ottawa plus 2 smaller rural campuses
• Student Headcounts – 16000 total– ~13000 audited (publicly funded)
students– ~3000 additional non-audited
enrollments• Ottawa Campus – approximately 15000• Pembroke Campus – approximately 700• Perth Campus – approximately 300
• FT Staff – 1151 total– Faculty – 525– Support Staff – 469– Admin – 157
• Total annual revenues $206M
Ottawa Ontario
CHICAGO
Fall 2007 Data
Algonquin College• Comprehensive program base with
over 140 full time post secondary programs– Credentials: 2-yr certificates, 3-yr
diplomas, 4-yr applied degrees, 1-yr graduate certificates
– Typical program credit hours of 20-22 hours per week
• Four faculties– Faculty of Arts, Media and Design– Faculty of Business and Hospitality– Faculty of Technology and Trades– Faculty of Health, Public Safety and
Community Studies• Minimal applied research activity
Ottawa Ontario
CHICAGO
Fall 2007 Data
WOODROFFE (OTTAWA) CAMPUS PERTH CAMPUS PEMBROKECAMPUS
The Campuses of Algonquin
CampusSite Area (Acres)
Site Area (Hectares)
GSF of Facilities
No. of Facilities
Headcount EnrollmentFall 2007
GSF per Student
(Headcount)Woodroffe 88.81 35.94 1176286 17 15000 78Perth 12.62 5.11 27706 3 300 92Pembroke 3.01 1.22 64107 2 700 92
*Additionally at Woodroffe Campus: 370000 GSF of residences with 1050 beds
Ottawa Ontario
Fall 2007 Data
Academic Facilities*
Facilities Planning Overview
• Facilities Planning and Development, Physical Resources Department– 2 Planning Staff
• 1 Facilities Planning Specialist• 1 Facilities Planner (contract pending FT position)
– 4 Project Management / Delivery Staff• 1 Manager, FPD• 1 Records Officer• 1 Project Manager• 1 Moves and Setup Coordinator
• Scheduled Instructional Space – Woodroffe Campus– 128 Classrooms– 48 Computer Labs– 124 Miscellaneous Specialized Labs
Ottawa Ontario
Growth 1990 to 2005Audit Eligible Activity vs GSF of Academic Facilities
-20%
-10%
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
1990
-91
1991
-92
1992
-93
1993
-94
1994
-95
1995
-96
1996
-97
1997
-98
1998
-99
1999
-00
2000
-01
2001
-02
2002
-03
2003
-04
2004
-05
2005
-06
Total College GSF% Change from 1990-91
Fall Nov. 1 Audited Enrollments% Change from 1990-91
Net 76% Growth in Audited Enrollments
Net 10% Reduction in GSF
Residence facilities excluded in analysis
GSF / Audited Enrollment1990 – 1992005 – 101
7034 Students 12400 Students
1.4 M GSF 1.26 M GSF
Average Area per Headcount – 78 GSF (Fall 2007)
Ottawa Ontario
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Ontario CollegesGSF / FTE
GS
F /
FT
E
Based on 2006-07 Data
Under Pressure to Build Issues of Facility Affordability / Focused on Optimizing Space
Tipping Point for Space Shortage / Discomfort with New Thresholds for Capacity
Algonquin College
Our Space Mantra
Space at Algonquin is a College resource
College resources are strategically allocated to ensure the success of all College initiatives within a context of fiscal responsibility
Space is not owned but is strategically allocated by the College Space and Infrastructure Committee (CSIC)
Space Management
An Integrated Space Management Approach
Scheduling
Facilities Planning
Ottawa Ontario
Resource Planning
Program Evaluation
President and Senior Administration Executive Sponsor
VP-Academic
Academic PlanningFinancial Planning
Budget PlanningBusiness Plans
ChairSenior Academic Dean or Director
Capital Planning
• Revenues• Capital Costs• Direct Costs• Overhead Resource
Balancing
Enrollment Planning
Space CostingGrowth
ProjectionsResource Allocation
Process driven by the Academic mission
Supports and champions the process
Supports the academic mission
Frames the academic mission within fiscal realities
The Algonquin Toolkit
Space Mining
The process of extracting capacity from an existing portfolio of space
Space mining is an integrated planning approach that can dig
deep into hidden capacity reserves
An “Algonquinism”
Continuous Improvement
Change Management
The ^ Space Mining ModelRevised: July 2007
Tools and TechniquesExploration Infrastructure Development
Prospecting for Capacity
Thresholds
Collect and Publish Utilization DataCulture Change
Implement a Space Cost Allocation Model
Resource Management Model / Committee
Alternative Growth Strategies
Utilization Zone Analysis
Resource Balancing
Demand Analysis
Data Mining(Pivot Tables)
Strategic Acquisition
Growth vs Capacity
Establish Measures and Targets
Program Assessment
Space and Scheduling Policies
Evolving
Manage Pools of Space
Room Inventory
So where should you start?My top picks
My top picks
Room Booking
Space
Must Also Support These
Main Emphasis Here
Resource Management Model
Non-IT Equipment
Space Resources
Campus Planning
Facilities RenewalSteward
Ottawa Ontario
Resource AllocationPrio
ritize
Budget Process
Executive Decision Making
Recommend
(When necessary)
Academics
Administrative Services
Room Inventory
Utilization
Track, measure
and optimize
Learning Environments
Support Services
Advocate
Facilities Planning
Scheduling
Monitor quality
Support Success of Approved Initiatives
Res
ourc
ed
by
Student TimetablesApprove Space
Planning Solutions
Scheduling
Match Supply with Demand
Policy making
College Space and Infrastructure Committee
(CSIC)
Academic Ownership
“It won’t work unless it is driven by the academics. They need to take
ownership of the concept. It must be relevant to them and their success must
be tied to it.”Nick Papadolias, Retired Chair of the
College Space Management Committee (CSMC)
And Executive Director of Academic Services
Ottawa Ontario
Measuring Available Capacity in a “Bricks and Mortar” Campus
Room Utilization Rates (%)
Station Occupancy Rates (%)
Average Station Size (sf / station)
Ottawa Ontario
Targets
Based on 50 hrs/weekM-F 8:00am to 6:00pm
Set Targets
Room Utilization Rates
Classrooms 85%
Computer Labs 80%
Other Labs 70%
Set targets(Best Guess)
Refine targets
BUT THIS IS THE MOST CRITICAL
DETERMINANT
Ottawa Ontario
Total Available Hours GridMonday Tuesday Wednesday Thursday Friday Saturday Sunday
12:00 – 1:00 am
1:00 – 2:00 am
2:00 – 3:00 am
3:00 – 4:00 am
4:00 – 5:00 am
5:00 – 6:00 am
6:00 – 7:00 am
7:00 – 8:00 am
8:00 – 9:00 am
9:00 – 10:00 am
10:00 – 11:00 am
11::00 – 12:00 pm
12:00 – 1:00 pm
1:00 – 2:00 pm
2:00 – 3:00 pm
3:00 – 4:00 pm
4:00 – 5:00 pm
5:00 – 6:00 pm
6:00 – 7:00 pm
7:00 – 8:00 pm
8:00 – 9:00 pm
9:00 – 10:00 pm
10:00 – 11:00 pm
11:00 – 12:00 am
Ottawa Ontario
Total Available Hours Grid:Inaccessible (At this time) Hours
Monday Tuesday Wednesday Thursday Friday Saturday Sunday
12:00 – 1:00 am
1:00 – 2:00 am
2:00 – 3:00 am
3:00 – 4:00 am
4:00 – 5:00 am
5:00 – 6:00 am
6:00 – 7:00 am
7:00 – 8:00 am
8:00 – 9:00 am
9:00 – 10:00 am
10:00 – 11:00 am
11::00 – 12:00 pm
12:00 – 1:00 pm
1:00 – 2:00 pm
2:00 – 3:00 pm
3:00 – 4:00 pm
4:00 – 5:00 pm
5:00 – 6:00 pm
6:00 – 7:00 pm
7:00 – 8:00 pm
8:00 – 9:00 pm
9:00 – 10:00 pm
10:00 – 11:00 pm
11:00 – 12:00 am
Ottawa Ontario
A Primetime Scheduling ThresholdMonday Tuesday Wednesday Thursday Friday Saturday Sunday
12:00 – 1:00 am
1:00 – 2:00 am
2:00 – 3:00 am
3:00 – 4:00 am
4:00 – 5:00 am
5:00 – 6:00 am
6:00 – 7:00 am
7:00 – 8:00 am
8:00 – 9:00 am
9:00 – 10:00 am
10:00 – 11:00 am
11::00 – 12:00 pm
12:00 – 1:00 pm
1:00 – 2:00 pm
2:00 – 3:00 pm
3:00 – 4:00 pm
4:00 – 5:00 pm
5:00 – 6:00 pm
6:00 – 7:00 pm
7:00 – 8:00 pm
8:00 – 9:00 pm
9:00 – 10:00 pm
10:00 – 11:00 pm
11:00 – 12:00 am
Primetime Scheduling
M-F – 10:00 – 4:0030 hours per week
Ottawa Ontario
Algonquin’s Current Academic Week Threshold
Monday Tuesday Wednesday Thursday Friday Saturday Sunday
12:00 – 1:00 am
1:00 – 2:00 am
2:00 – 3:00 am
3:00 – 4:00 am
4:00 – 5:00 am
5:00 – 6:00 am
6:00 – 7:00 am
7:00 – 8:00 am
8:00 – 9:00 am
9:00 – 10:00 am
10:00 – 11:00 am
11::00 – 12:00 pm
12:00 – 1:00 pm
1:00 – 2:00 pm
2:00 – 3:00 pm
3:00 – 4:00 pm
4:00 – 5:00 pm
5:00 – 6:00 pm
6:00 – 7:00 pm
7:00 – 8:00 pm
8:00 – 9:00 pm
9:00 – 10:00 pm
10:00 – 11:00 pm
11:00 – 12:00 am
Daytime SchedulingM-F – 8:00 – 6:00
50 hours per week
67% INCREASE IN CAPACITY OVER PRIMETIME SCHEDULING
THRESHOLD
Ottawa Ontario
Extended Academic Week:Fall 2009 Threshold
Monday Tuesday Wednesday Thursday Friday Saturday Sunday
12:00 – 1:00 am
1:00 – 2:00 am
2:00 – 3:00 am
3:00 – 4:00 am
4:00 – 5:00 am
5:00 – 6:00 am
6:00 – 7:00 am
7:00 – 8:00 am
8:00 – 9:00 am
9:00 – 10:00 am
10:00 – 11:00 am
11::00 – 12:00 pm
12:00 – 1:00 pm
1:00 – 2:00 pm
2:00 – 3:00 pm
3:00 – 4:00 pm
4:00 – 5:00 pm
5:00 – 6:00 pm
6:00 – 7:00 pm
7:00 – 8:00 pm
8:00 – 9:00 pm
9:00 – 10:00 pm
10:00 – 11:00 pm
11:00 – 12:00 am
Extended Scheduling ModelM-Th – 8:00 – 10:00
F – 8:00 – 6:0064 hours per week
110% INCREASE IN CAPACITY OVER PRIMETIME
SCHEDULING THRESHOLD
Ottawa Ontario
Optimizing Other Capacity Dimensions
Station Occupancy Rates
Currently no specific targets - current monitoring suggests reasonable results being achieved
The scheduling team is accountable to match section size to room capacity in open / common spaces
Dedicated or specialized labs are sized to maximum section sizes
Average Station SizeOpportunity for improvement in this area through standards / benchmarks
Space costing motivates reduction in lab sizes
Just beginning to really look this capacity
reserve more closely
Collect and Publish Utilization Data
• All instructional space is centrally scheduled– Including room bookings
• Scheduling data is extracted and used to prepare utilization reports three snapshots a term– Start of term– Midterm– End of term
• Each snapshot based on the full term activity– 15 weeks x 50 hours/week = 750 hours per term
• Utilization rates are compared to targets and published College wide to ensure transparency and openness– Open (shared) classrooms and computer labs are managed collectively
as a pooled resource– Dedicated labs are reviewed annually during a Utilization Zone Analysis
Ottawa Ontario
Utilization Zone Analysis – A Visual Spin on Utilization Reporting
1. Complete a utilization report and validate its accuracy2. Group rooms into Green, Yellow and Red Zones based
on utilizationGreen Zone - Supervised Hours Utilization meets or exceeds the Target UtilizationYellow Zone - Supervised Hours Utilization meets or exceeds 50% of the Target UtilizationRed Zone - Supervised Hours Utilization is less than 50% of the Target Utilization
3. Ask Faculties to review the zone analysis and to develop plans towards achieving green zone status in their specialized dedicated spaces
4. Schedule meetings with program teams to look at rebalancing plans
Ottawa Ontario
Contribution
Space Cost Allocation
Direct Costs
ContributionDirect Costs
Revenues
> 30%(Overhead + Space)
< 70%
> 25%(Overhead)
< 75%(Includes Space Costs – More control with consumers of
space resources)
Traditional model (Without Space Cost Allocation)
Algonquin’s Model(With Space Cost Allocation)
Space costing is applied during program assessment through cost allocation
Point to which academic managers manage
Subsidization required by other areas
Break Even Point
Space Costs
Ottawa Ontario
From: Area 5 Program Assessment Summary – June 2004
PROGRAM RENEWAL/NEW
PROGRAM OFFERING
REMEDIATION PLAN
IMPLEMENTATION
PROGRAM REVIEW
PERFORMANCE & QUALITY
MEASURES
PROGRAM COSTING
PROGRAM SUSPENSIO
N
Program Assessment:Academic Review and Renewal Process
Space Cost Allocation
Ottawa Ontario
Space Costing:Does It Work? Very Well!
• Academic Schools have been provided with a tool to more accurately map costs to revenue generation
• Program subsidization has been significantly reduced and is now quantifiable
• Academic areas are provided with additional options to reduce costs and better position programs for sustainable success
• Space dividend:– Space is optimized to reduce costs of program– Phenomenon of the shedding of space
• Movement towards open (shared) rather than dedicated space• Redeployment of shed space from programs faced with suspension
Space costing has been an instrumental driver in ensuring that Algonquin College did not overbuild
Ottawa Ontario
Drilling for Space Through Data Analysis
Data analysis can be one of the simplest, fastest and most cost effective ways to
begin optimizing space
Pivot tables in Microsoft Excel can yield stunning results – FAST!
If you have never seen pivot tables in action – you need to!
Ottawa Ontario
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