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Managing Space – Policies, Procedures and Systems:
– 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
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
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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!