Successful Space Management – Algonquin’s Experience / Experiments! Concurrent Session Presentation at SCUP North Central Annual Conference Kansas City, Missouri October 2006 Presenter: Phil Rouble, Facilities Planning Specialist [email protected]Ottawa Ontario Canada
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Successful Space Management – Algonquin’s Experience / Experiments! Concurrent Session Presentation at SCUP North Central Annual Conference Kansas City,
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Successful Space Management – Algonquin’s Experience /
Experiments!
Concurrent Session Presentation atSCUP North Central Annual Conference
Developmental Measures: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!
Developmental Measures:Start with Higher Grade Reserves of Space
with Bigger Yields
General Classrooms General Computer Labs
Excess capacity in oversized specialized labs in problem areas
Drill down to more difficult yields in specialized labs
Bonus in reducing inventory of unused computers
“Just because we (Academics) ask for space, it doesn’t mean
we should be given it”Nick Papadolias, Former Chair of CSMC
And Executive Director of Academic Services
As stewards of the space resources, facility managers and planners have a
responsibility to match supply and demand for space and not to oversupply space
Active Measures:Demand Analysis – A More Fluid Approach to Refine an Inventory of General Spaces
• Process implemented prior to the start of scheduling for each term using actual timetabling information
• Use pivot tables and utilization targets to determine demand for general types of space– General classrooms– General computer labs– General drafting labs
• Match room size mix to activity section size clusters• Only supply the number of spaces needed to meet
utilization targets– Balance of rooms held in reserve:
• Demand activated to address unanticipated demand or timetable quality issues
• Not to be scheduled space redeployed for other institutional priorities– Project swing space, special events, contract activity…
Active Measures:Shed or Share Phenomenon
• Driven by the Space Costing Model• Schools and departments approach CSIC and
Physical Resources asking for help to shed space or share space– Sometimes requires reconfiguration of shop or lab
space– Renewal of programs– Renewed energy and synergies in program teams– Increased enrollments in programs
Active Measures:Assessing Specialized Space Needs
1. Profile a program area’s growth pattern
2. Complete a utilization zone analysis of the program area’s existing and projected dedicated / specialized space needs
3. Look at rebalancing resources to match the growth pattern and ensure sustainable success
Drill down to more difficult yields in specialized labs
Active Measures:Utilization Zone Analysis – A New Spin on
Utilization Reporting1. Complete a utilization report and validate its accuracy2. 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
3. Ask Schools 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
Active Measures:Resource Balancing
Activity Resources
Sustainable SuccessBest Value for Institution
Resource balancing shifts reserves of resources to where they are needed now
Active Measures: Resource BalancingAreas of Smart Growth / Declining Activity
Activity
Resources
Not Sustainable
Rebalancing Required
Increase Activity
Smart Growth
Potential
Redeploy Resources
Declining Activity
•Renew / Consolidate $$•“Shed” space
Active Measures: Resource BalancingAreas of High Growth
Activity
Resources
Not Sustainable
Rebalancing Required
Increase Resources
•Build new $$$•Renew / Repurpose existing $
Reputation and retention risks
Active Measures: Resource BalancingAreas of Strategic Growth
Activity Resources
Sustainable Success
Dynamic Rebalancing Required
Potential for significant growth and innovation
May need to stockpile reserves for pending growth
•Build new $$$•Renew / Repurpose existing $
Dedicated Resource
Needs
Active Measures: Resource BalancingFocus Group Sessions
ChairAcademic
Dean
ChairSpace
Management
DirectorAcademicResources
DirectorPhysical
Resources
FacilitiesPlanner
ChairAcademic Chair
Academic
Crisis: Fall 2005
We felt we were scraping the bottom of the barrel in solving our evolving space needs
Was there a limit to space optimization?
Fall 2006 – Made It!
Space problems were solved – but for how long?
New drivers lead to new explorations which lead to new capacity reserves
Fall 2007 and Beyond
Is there a limit to space optimization?
The answer may lie in more questions:
2. Do these reserves add value to the institution?
3. Is there motivation to extract the capacity?
1. Can you identify more capacity reserves?
Where Do We Go From Here?
• Explore the space mining analogy further– Still more parallels triggering new directions
• Work the capacity channels paradigm– Expand beyond conventional space mining explorations
• Create linchpins for further optimization through strategic new construction and adaptive reuse of vacated facilities
• Research sustainable development– Transfer urban planning concepts to campus planning –
densification– Relief from the pressures of campus densification
• Pursue integrated planning processes– Link enrollment planning with capacity management– Move to multiyear planning– Capture capital planning in business plans and look at pay back