Managing Space Policies, Procedures and Systems: Algonquin College

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Managing Space Policies, Procedures and
SystemsAlgonquin College
Ottawa Ontario

• CAUBO Annual Conference
• Winnipeg June 2008
• Presented by
• Phil Rouble
• Facilities Planning Specialist
• roublep_at_algonquincollege.com
• http//academic.algonquincollege.com/staff/roublep
  

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Algonquin College
Ottawa Ontario

• 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

CHICAGO
Fall 2007 Data
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Algonquin College
Ottawa Ontario

• 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

CHICAGO
Fall 2007 Data
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The Campuses of Algonquin
Ottawa Ontario
PERTH CAMPUS
PEMBROKECAMPUS
WOODROFFE (OTTAWA) CAMPUS
Academic Facilities
Additionally at Woodroffe Campus 370000 GSF of
residences with 1050 beds
Fall 2007 Data
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Facilities Planning Overview
Ottawa Ontario

• 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

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Growth 1990 to 2005Audit Eligible Activity vs
GSF of Academic Facilities
Ottawa Ontario
7034 Students
12400 Students
Net 76 Growth in Audited Enrollments
GSF / Audited Enrollment 1990 199 2005 101
Net 10 Reduction in GSF
1.4 M GSF
1.26 M GSF
Residence facilities excluded in analysis
Average Area per Headcount 78 GSF (Fall 2007)
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Ontario CollegesGSF / FTE
GSF / FTE
Based on 2006-07 Data
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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)

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An Integrated Space Management Approach
Ottawa Ontario
Supports the academic mission
President and Senior Administration
Executive Sponsor VP-Academic
Facilities Planning
Supports and champions the process
Scheduling
Chair Senior Academic Dean or Director
Space Management
Process driven by the Academic mission
Academic Planning
Financial Planning
Program Evaluation
Business Plans
Enrollment Planning
Budget Planning
Capital Planning
Frames the academic mission within fiscal
realities

• Revenues
• Capital Costs
• Direct Costs
• Overhead

Resource Planning
Growth Projections
Space Costing
Resource Balancing
Resource Allocation
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The Algonquin Toolkit
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Space Mining
An Algonquinism

• 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
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The Space Mining Model
Evolving
Revised July 2007
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The Space Mining Model
Evolving
Revised July 2007
Tools and Techniques
Exploration
Infrastructure Development
Continuous Improvement
Resource Management Model / Committee
Room Inventory
Establish Measures and Targets
Manage Pools of Space
Change Management
Collect and Publish Utilization Data
Demand Analysis
Culture Change
Resource Balancing
Growth vs Capacity
Space and Scheduling Policies
Utilization Zone Analysis
Prospecting for Capacity
Implement a Space Cost Allocation Model
Program Assessment
Thresholds
Data Mining (Pivot Tables)
Strategic Acquisition
Alternative Growth Strategies
So where should you start?
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Resource Management Model
Ottawa Ontario
Space
Space Resources
Executive Decision Making
Room Booking
Scheduling
Non-IT Equipment
Budget Process
Facilities Renewal
Recommend (When necessary)
Policy making
Steward
Campus Planning
Main Emphasis Here
Academics
College Space and Infrastructure Committee (CSIC)
Facilities Planning
Resourced by
Advocate
Must Also Support These
Administrative Services
Scheduling
Prioritize
Resource Allocation
Support Services
Track, measure and optimize
Support Success of Approved Initiatives
Monitor quality
Room Inventory
Match Supply with Demand
Utilization
Learning Environments
Approve Space Planning Solutions
Student Timetables
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Academic Ownership
Ottawa Ontario
It wont 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
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Measuring Available Capacity in a Bricks and
Mortar Campus
Ottawa Ontario
Room Utilization Rates ()
Station Occupancy Rates ()
Average Station Size (sf / station)
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Set Targets
Ottawa Ontario
Room Utilization Rates
Targets
Set targets (Best Guess)
Refine targets
BUT THIS IS THE MOST CRITICAL DETERMINANT
Based on 50 hrs/week M-F 800am to 600pm
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Total Available Hours Grid
Ottawa Ontario
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Total Available Hours GridInaccessible (At this
time) Hours
Ottawa Ontario
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A Primetime Scheduling Threshold
Ottawa Ontario
Primetime Scheduling M-F 1000 400 30 hours
per week
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Algonquins Current Academic Week Threshold
Ottawa Ontario
Daytime Scheduling M-F 800 600 50 hours per
week 67 INCREASE IN CAPACITY OVER PRIMETIME
SCHEDULING THRESHOLD
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Extended Academic WeekFall 2009 Threshold
Ottawa Ontario
Extended Scheduling Model M-Th 800 1000 F
800 600 64 hours per week 110 INCREASE IN
CAPACITY OVER PRIMETIME SCHEDULING THRESHOLD
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Optimizing Other Capacity Dimensions
Just beginning to really look this capacity
reserve more closely
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Collect and Publish Utilization Data
Ottawa Ontario

• 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

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Utilization Zone Analysis A Visual Spin on
Utilization Reporting
Ottawa Ontario

• Complete a utilization report and validate its
  accuracy
• Group rooms into Green, Yellow and Red Zones
  based on utilization
• Green Zone - Supervised Hours Utilization meets
  or exceeds the Target Utilization
• Yellow Zone - Supervised Hours Utilization meets
  or exceeds 50 of the Target Utilization
• Red Zone - Supervised Hours Utilization is less
  than 50 of the Target Utilization
• Ask Faculties to review the zone analysis and to
  develop plans towards achieving green zone status
  in their specialized dedicated spaces
• Schedule meetings with program teams to look at
  rebalancing plans

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Space Cost Allocation
Ottawa Ontario
Break Even Point
Revenues
Subsidization required by other areas
Contribution
Direct Costs
Traditional model (Without Space Cost Allocation)
gt 30 (Overhead Space)
lt 70
Point to which academic managers manage
Space Costs
Contribution
Direct Costs
Algonquins Model (With Space Cost Allocation)
gt 25 (Overhead)
lt 75 (Includes Space Costs More control with
consumers of space resources)
Space costing is applied during program
assessment through cost allocation
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Ottawa Ontario
Program AssessmentAcademic Review and Renewal
Process
PROGRAM COSTING
Space Cost Allocation
PERFORMANCE QUALITY MEASURES
PROGRAM RENEWAL/NEW PROGRAM OFFERING
PROGRAM REVIEW
REMEDIATION PLAN IMPLEMENTATION
PROGRAM SUSPENSION
From Area 5 Program Assessment Summary June
2004
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Space CostingDoes It Work? Very Well!
Ottawa Ontario

• 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
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Drilling for Space Through Data Analysis
Ottawa Ontario

• 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!