AAPPA 2003 Workshop Space Revisited

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AAPPA2003 WorkshopSpace Revisited

Charging For

Space in 2003

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Agenda• A bit about Us• Timeline• Space Management

Purpose & Key Policies• Occupancy Agreement &

Base Rent Charging• Service Level Agreements &

Opex Charging• Teaching Space Operations &

Charging• Accommodation Planning &

Reporting

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A Bit About UsOur Facilities

• 3 and a bit Campuses – City, Grafton, Tamaki and a bit at Takapuna

• 2 outlying Research Stations• 177 ha land holdings• 375,000 m2 GFA

plus 25,000 during 2003• 181 buildings – 150 owned 31 leased• Land, buildings and work in progress

make up 75 % of our total fixed assets of NZ$650M

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A Bit About UsOur Systems

• Facilities Management is Insite

• Work Mgmt & Cost Accounting is Maximo

• ERP is People Soft– Financial Accounting– Student Administration

• Project Management is Primavera

• Access Control is Tecom

• BMS is Siemens

• Voice is Ericsson

• Room Bookings is Schedule 25

• Benchmarking is AAPPA

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Timeline

• Insite Space Inventory System 1996-7• Charging for space starts 1998• Space Management Review 2001-2• For 2003 :-

Full Market Rentals monthlyTeaching space – Hourly Charges Utilities charges based on consumptionSLAs for Operational Expenses

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Space Management Purpose & Key Policies

• Purpose • Occupancy Agreement - Rent• Facilities Management - SLAs • Teaching Space – Hourly Charges• Space Planning / Budgeting

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Occupancy Agreement

• The Parties

• Occupancy Rights

• Occupancy Responsibilities• Occupier• Manager

• Compliance with Regulations

• Common and Communal Spaces

• Good Order and Discipline

• Financial Contribution

• Schedule of Space Occupied

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Base Rent ChargingOccupancy Charge Handbook

• Policy• Space Allocation Information• Space Area Measurements

• Rentable Area

• Base Building and Fitout Charges• DTZ Ltd – Rental Analysis• Methodology• Separation of Fitout

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Budget Occupancy Charges

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Service Level AgreementGeneral

• The Parties• Scope

• Building & Plant Maintenance• Cleaning• Grounds Maintenance• Security

• Occupier Responsibilities• Manager Responsibilities• Joint Responsibilities• Quality Standards• Schedules

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Service Level AgreementUtilities

• The Parties• Scope

• Electricity• Water (& Waste Water Disposal)• Natural Gas• Steam

• Occupier Responsibilities• Manager Responsibilities• Joint Responsibilities• Quality Standards• Schedule

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Utility Charges

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Teaching Space Policy Features

• Teaching spaces are placed in the pool by default. PACs will keep those spaces which are specialised and inappropriate for pool use

• Rooms will be allocated on the basis of technological requirements and student numbers, rather than on preference or historical precedent

• Rooms will be charged per hour booked

• Faculties will receive detailed explanations of the charges incurred to assist with developing future timetables

• A discount structure will be set each year to encourage behaviour which maximises the utilisation of teaching spaces. The structure will be published before faculties create timetables

• Timetabled teaching will always take priority over other uses of teaching spaces

• Casual bookings will not receive the discounts available to timetabled teaching

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Teaching Space Operations

Action Goal

Timetables will be created by faculties in accordance with University policy

Faculties will be given clear guidelines to assist them in creating timetables

Teaching spaces will be assigned to timetabled classes

Assignments to be driven by teaching requirements

Faculties will be billed for spaces booked each semester

Costs tied to teaching rhythms and needs rather than a simple EFTS-based charge calculated once per year

Bills will include details down to department and course level

Allows detailed management of costs

Bills will include discounts for meeting policy targets

Encourage use of spaces and times which are currently under utilised

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Teaching Space Charging

• Charges are per hour booked• Rooms will be split into 4 size

bands for charging• Initial targeted off peak

utilisation is 15%• If the PAC does not achieve

target it will pay premium rates on all classes

• For every 1% over target off peak utilisation, PACs will receive a 4% discount up to a maximum of a 50% discount

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Accommodation Planning

• Accommodation Planning

– Annual Review– Space Needs Analysis– Accommodation Plan

(10yrs)– Capital Investment Plan

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Space Reporting

• Financial Report• Statistics Report• Utilisation Report• Publication of Policies,

Agreements and Handbooks