Promoting excellence in the strategic planning, management, operation and development of Higher Education estates and facilities Derry Caleb Chairman of AUDE and Director of Estates and Facilities University of Surrey E, Sheraton House, Castle Park, Cambridge, CB3 0AX University Estate Management Systems and Financial Management
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University Estate Management Systemsand Financial Management
Derry Caleb, Chair of the Association of University Directors of Estates and Director of Estates, University of Surrey discusses the view of this agenda from the Estates Director point of view
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Promoting excellence in the strategic planning, management, operation and
development of Higher Education estates and facilities
Derry Caleb Chairman of AUDE and Director of Estates and Facilities University of Surrey
•AUDE, Sheraton House, Castle Park, Cambridge, CB3 0AX
University Estate Management Systemsand Financial Management
University Estate Management Systems
and Financial Management Derry Caleb Chairman of AUDE and Director of
Estates and Facilities University of Surrey
•The HE Estate overview•Systems integration•Financial performance•Data capture•Successful Long Term investment - Life cycle analysis and transparency
University Estate Management Systems
and Financial Management • Sector >£25billion and over 1,6Million students• 25 Million sq meters 84% Freehold and 10% long lease• Total land (maintained) in HE 7000Ha plus woodland,
farmland and other• More than 250,000 beds• Energy £490m per annum 7,700Million Kwh• £52m water and sewerage 25 million cubic m• Maintenance costs £750m and Cleaning £289m• Property costs around 10% of Income excluding rent !
University Estate Management Systems
and Financial Management
– White paper -Willets reference to cost– Efficiency and Modernisation Report "The HE sector needs to understand and be transparent about all of its costs,
identify the costs for operating in different business cultures and delivery methods and be able to demonstrate performance and the value for money from each institute."
– Capturing information - costing activities.– Sustainability
University Management Systems Overview
Estates and Facilities
University Faculties/Departments
University Vision and Strategic PlanFinancial Strategic Plan
•Finance•Space recharges•Asset management•Recharging.•Expendit. by site, Bldg, Division, Dept or by assettTRAC
Projects History Location•Project Management •System•Microsoft project
Health and Safety-Risk, Asbestos,-Historical Data-Permit to work
Space database- Autocad Drawings Areas and attributes-Archibus access and control-Site-Building-Floor-Room-Room%-Division(Finance AOU)-department- cost centre-External users EMS HEFCE
Theoretical expenditure for a buildingexcludes the impact of Energyand risk
Actual spend on a group of Buildings over 40 years. Maintenance (general and Capital)ComplianceMinor spatial improvementsto keep pace with the market
University Estate Management Systemsand Financial Management
University Estate Management Systemsand Financial Management
• Types of space have a major impact on the average running costs and are reflected in TRAC and the property costs for space.
• Capital varies from around £1800/m2 to £4500/m2.
• Key links in the process is Location and Room number.
University Estate Management Systemsand Financial Management
Estates & Facilities System Approach
University systems
Estate Managed Data• Space Database
– Autocad– Archibus
• Strategic Planning– Master Planning
• Risk Management• Assett Management• Business Continuity
– ICMP– BIA
• Job Costs/Operational• Projects• Security• Health & Safety
– Risks– Asbestos– Historical Data– Hazard
• BMS
Non Estate Packages
Personnel Records ( People Soft)
Ledger Finance ( Agresso)
Timetabling (CMIS Facility)
Risk Management
Business ContinuityICMPBIA
Student Records (SITS)
Research Contract
Space data collection Link to Finance
Space categories and costs
• All space is categorised by TRAC type and this is based on Capital Value and complexity.
• There are 5 different levels of capital value, we could increase this where appropriate.
• Maintenance will follow a similar pattern and highly serviced space will predominantly require more maintenance.
• Present systems will collect all costs associated with building locations and if required rooms or labs. The system can be expanded to include departmental equipment and or research equipment.
• All utility costs will be recorded by buildings and we will be charging faculties and departments on actual use (where possible) rather than campus average.
• We need to review IRV and check the value .• All of this data is collected via normal good practise of estate asset
management.• The same process can be used to evaluate the actual costs of a range of
activities and departments.
Infrastructure/Property costs
• Some costs are average costs per m2 and managed similar to the infrastructure charge.
• £80/m2 to £200/m2 (Property costs EMS 2008-9)
• What about capital cost equivalent rental value £150/m2 to £350/m2