Estates Management record 2012/13 seminar
July 2012
“the participation of universities in the wellestablished HESA Record Review process has recently
brought about simplification of staff and estate
management statistics.”
David Willetts, 18 April 2012
Objectives
• Introduce the Estates Management training manual
• Cover changes to the record for 2012/13
• Highlight data quality issues in the existing EMS
record
• Provide an update on developments at HESA
About the review
• Commence in June 2011…
• …involving estates sector bodies, funding body
representatives, institutional representatives (with
expertise covering a number of estates areas about
which data is returned) and members of HESA staff
• Proposals for change put to the sector received a
high number of responses through the consultation
• Responses were broadly supportive of the changes
proposed
Data items removed in their entirety
–
–
–
–
–
–
FTE environmental staff
Current cost of legislative compliance
Method of costs apportionment
Assessment of building condition
Total facilities costs
Carbon conversion factor for Use for renewable energy
sources
– Travel plan on web
– Environmental policy on web
– Biodiversity policy on web
So, in terms of data cells to be entered…
• There were around 328 data items
• Now there are 556
– 426 EMR data items
– 130 Health and Safety data items
The consequences of all these changes are:
• Ratios need updating
• Groupings need reviewing and what is included in
each
• New referencing system needed
• Changes to the web form
• New web form for Health and Safety
• New record name needed
Ratios
• Ratios are produced by HESA
• Asked during consultation to indicate any new ratios
that would be useful (some responses received)
• Need to be ready for mid-2013
New referencing system
•
•
•
•
HESA inherited a referencing system from IPD
Outgrown as a consequence of expansion over the years
No space for further expansion
Consultation responses demonstrated support for a new
system (within reason)
• Happy to ditch the ‘D’ references e.g. D01 = HEI income,
D02 – HEI expenditure…
• …but would like to retain the specific data requirement
label e.g. C01 = Total HEI, C13 = Total non-residential
New referencing system and new presentation
• We know that the enormous HTML Data Definitions
document was not ideal
• Review presented an opportunity to look at bringing EMR
in line with other recordsStill working on short names
• Mapping document will need to be produced
• Example of how it will look included in June 30 release
Changes to the web form
• Web form needs updating to reflect changes to
content
• Any additional calculations will be included in the
web form where formulas can be agreed
• Override will apply to any new calculations
New web form for Health and Safety
• Separate web form needs to be produced for Health
and Safety
• Some auto-calculations from previously inputted
answers
• Generally numbers will be entered but needs to
allow for some text responses
Coverage
• All data items continue to be collected with respect
to a reporting period
• 1 August 2012 to 31 July 2013
• Unless explicitly otherwise stated in the data
definitions, all data should be reported as the latest
position at the end of the reporting period
Commercial space
• Previously inclusion/exclusion of commercial space
was inconsistent between HEIs
• Historical position untenable moving forward
• The new record aims to address matters of
consistency whilst being sympathetic to the
difficulties of extracting such data from the Estates
record
Mandatory data items
• Mandatory data items have not increased
significantly…
• …however new ones do exist to support scope 3
carbon emissions data reporting
Null versus zero
• A critical issue that has been identified in the last
two years worth of EMS data submitted to HESA
• Institutions must ensure they are reporting zeros and
nulls for the right data items
• This issue has a significant impact on your data and
the onwards use made of it
Area data
Number of sites
• This data item used to only count sites which were
non-residential…
• …however the item now collects the number of total
sites for the whole estate
Number of buildings
• The data item has not fundamentally changed as part
of the new record
• Ensuring consistent application of the criteria is
important when determining whether a building is
included in the count
Grounds area
• Grounds are is for the total grounds of the HEI
• Original consultation proposed removal of ‘Grounds
water’ from this data item
• ‘Grounds water’ is still included as a separate
category
Gross internal area (GIA)
• GIA still measured in the same way i.e. measured to
the internal face of the perimeter walls of each floor
(including internal walls and perimeters etc)
• Exclude derelict space, accommodation on NHS sites,
structures attached to the outside of building, and
commercial space that does not meet the definition
for inclusion
• Commercial space that is included should be
recorded in the new separate category within GIA
Net Internal Area (NIA)
• Net Internal Area is still returned using either NIA
RICS or NIA room area
• Uplift still applied to room area calculations
• No change to underlying definitions re. what are
balance areas
• Any commercial space reported should be done so in
the new separate category within NIA
• Difficulty of categorising NIA
Specialist academic area
• Records the total amount of academic floor space
that can be classified as ‘specialist’
• Definition of ‘space that cannot easily be used for
other non-specialist academic activities’
• Remember this data is a subset of the total NIA
figure!!!!!
Frequency rate
• Changes to how frequency rates are calculated have
been made
• Instead of ‘9 to 5’ the core working week is
determined locally by the institution
• Commercial space should not be included as relates
to teaching space only
Building condition assessment
• Condition definitions remain the same
• Full survey should be carried out regularly (every five
years)….
• …and should be done so by an appropriately
qualified and experienced professional
Student / Staff Counts
Student data
• Provided by HESA
– Liaise with your Student record contact for a preview of the data
• Added automatically to the webform
– Data can be overridden
• All students regardless of intensity of study
– Excluding franchise or distance learning
• Includes all FE students
– Must be based on campus
– Only added automatically if returned to HESA
– Can add to figure using override if not returned to HESA
• Split by categories
– Teaching
– Research
Page 45
Student headcount
A.
B.
C.
D.
Page 45
Not included – course commenced after 1 December
Included – present on 1 December
Not included – course finished before 1 December
Included – present on 1 December
Student Full-time Equivalent (FTE)
Page 45
Spans the entire reporting period
0.8 FTE
1.0 FTE
0.5 FTE
1.0 FTE
A.
B.
C.
D.
0.8 FTE
1.0 FTE
0.5 FTE
1.0 FTE
Total HEI = 3.3 FTE
Staff data
Page 47
• Not provided by HESA
– Closely liaise with your department responsible for staff data
• HESA cannot provide this through the Staff record
– Difference in population and granularity
• Approximations of data should be avoided
– Proxies may sometimes have to be used
• Split by several categories
– Staff with split FTE between teaching and research should have their FTE
apportioned accordingly
Sense check against figures provided in the Staff record
Staff categories
Page 47
Category
FTE Description
Teaching total
Teaching staff including academic support staff
Research total
Research staff including academic support staff
Teaching total + research total
Totals combined
Support offices
Support staff predominately based in offices
Support other
Support staff predominately based outside of offices
Other non-residential
Other staff who are not academic or central support
Total non-residential
Totals combined
Residential
Staff allocated to student residences
Environmental staff
No longer collected separately
Calculating FTE
Page 48
Full-time
equivalent
=
Benchmark
Full-time
equivalent
=
Benchmark
Contracted
hours
Contracted
hours
Full-time
equivalent
Contract
fulfilled
Proportionate
full-time
equivalent
Property management staff
Facilities
management
staff FTE
Estate
management
Staff FTE
Project
management
staff FTE
Property management
staffing total FTE
page 49
• Include all staff FTE
carrying out related
work, whether they to
the estates department
or not
• Exclude staff not
directly employed by
the HEI
• Exclude staff associated
solely with commercial
space
Finance
Finance data items
HEI Income
HEI Expenditure
Capital expenditure
Total property costs
Rateable value
Rates paid
Insurance premiums and contributions
Insurance replacement value
Net service charge/miscellaneous PFI/PPP costs
Energy costs
Water and sewerage costs
Repair and maintenance costs
Cleaning costs
Internally-incurred management costs
Externally-incurred management costs
Method of costs apportionment
Total facilities costs
Security costs
Porterage costs
Central post room and internal distribution services costs
HESA Finance Statistics Return
Collected December each year.
Table 2:
Table 1: Consolidated
income and expenditure
Tale 4: Consolidated
cash flow statement
Table 6b:
Income analysed by
source
Consolidated statement
of recognised gains and
losses
Table 5a&b:
Research grants and
contracts
Table 3: Consolidated
balance sheet
Table 6a: Tuition fees
and education contracts
Table 7:
Table 8:
Expenditure by activity
Capital expenditure
Data direct from HESA
HEI income
All data items
FSR table 6b
HEI expenditure
All data items
FSR table 7
Capital expenditure
Buildings Total nonresidential
FSR table 8 sub-heads 1a
and 2a
New for 2012/13: Previously HEI expenditure Residential was not provided. In future
this will use the ‘Total residences and catering operations’ total from the FSR.
Liaise with Finance
record contact to ensure
common approach to
these data items
Total property costs
Page 56
Simplified for 2012/13 – detailed non-residential splits
removed.
Total non-residential, residential and Total HEI autocalculate where all component parts are returned in EMS
(as listed in your training manual).
Where all parts components are not known the data can be
overwritten, however this will not be a true reflection of
Total property costs.
Total property costs 2011/12
• Currently Residential total should be entered by the
HEI.
• DQ check to be added for 2011/12 to ensure that
Total HEI is greater than or equal to the sum of Total
non-residential and residential.
• Some anomalies have been found for 2010/11.
Insurance replacement value
Page 57
Item has presented some confusion in the past.
IRV = Cost to rebuild not total value for which insured.
Rebuild value is not the same as current market value
or insured value.
www.bcis.co.uk
It is expected that this data
item will be updated at least
every 3 years
Energy costs
page 58
• New energy components added for 2012/13
– Biomass
– Onsite photovoltaic (solar panels)
• Include
– Climate Change Levy (CCL)
• Exclude
– Direct costs of EU ETS and CRC schemes
– Commercial spaces
• Some renewable energy sources will have no costs if
owned and managed by the HEI, but where the
electricity is purchased from a third party that runs it, or
where fuel is bought (e.g. biomass pellets) those costs
should be entered.
Repairs and maintenance costschanges for 2012/13
page 59
• New name for 2012/13 – previously Maintenance
costs
• Data item rationalised for 2012/13 – removed splits
for buildings planned and reactive
• Following sector request during consultation the
splits for grounds and playing fields will remain
Repairs and maintenance costs – data consistency
• Plan for 2012/13 was to use HESA Finance data
• Finance collects repairs and maintenance in Table 7.
• However, Finance collects estates admin staff costs
whilst these are separated out in Estates
• Instead Finance data will be used as cross-check to
Estates data in DQ checking
• It is expected that the Repairs and maintenance costs
returned in the Estates data will be lower than the
costs returned in the Finance data.
Cleaning costs – common queries
Qu: Where should window cleaning be included?
Ans: Internal
Qu: How should costs be attributed to residential/nonresidential?
Ans: Should tally to the split returned in area
Qu: Should cleaning administration costs be included here?
Ans: No, these costs should be counted under facilities
management costs within internally-incurred/externallymanaged property management costs.
Internally-incurred and externally-provided
property management costs
Page 61
• Simplified for 2012/13 – splits between estates,
facilities and management costs removed
• Amalgamated totals to be returned
Security and Porterage costs
Security costs
• The costs of security
contractors and
employed staff and
regular system
maintenance.
Both items require splits by
non-res, res and total HEI.
Porterage costs
• The costs of porterage
contractors and
employed staff.
• Duties may include:
small office moves,
events, room and
exams set-up and
reception cover.
Energy
Energy data items
Energy consumption
Fuel used in HEI-owned vehicles
Water consumption
Energy emissions Scope 1 and 2 carbon emissions (energy use)
Use of renewable energy sources Purchase of renewable energy through green
tariffs
Carbon savings will
Energy generated on site by CHP
be part of the
Renewable energy generated on or off site
figure returned
under Scope 1 and
Use of renewable energy
2 Carbon emissions
D72f Carbon conversion factor for D72e
(energy use).
Waste mass
Hazardous waste
Water supply ‘grey water’ and rain water
Water supply borehole extraction
Volume of wastewater
EU Emissions Trading Scheme
Energy consumption
Page 65
Currently collects:
Oil
Coal
Gas
Steam/hot water
Electricity
Other fuels
From 2012/13 this is expanded to:
Energy consumption
• Required to return all energy types used by the HEI
estate
• Consumption per energy type is only required for the
total HEI. Alongside this a total split for nonresidential and residential should be provided.
Fuel used in HEI-owned vehicles
Page 67
Separated out from Energy consumption from
2012/13.
Figure in litres per fuel type
Scope 1 & 2 carbon emissions (energy use) Page 72
From 12/13 HESA will be carrying out DEFRA
conversion factors centrally to
Ensure consistency and comparability
Reduce burden on HEIs
Any issues with this? Please let liaison@hesa.ac.uk
know.
‘Green tariff’ electricity is only considered to be zero
carbon rated where the ROCs have been retained.
Waste mass
page 71
• New categories for 2012/13
– Composting (on or off site)
– Anaerobic digestion (on or off site)
– Landfill
•
Do not include:
– Waste taken in by the institution for processing
– Waste attributable to the operation of commercial space
Hazardous waste
• New for 2012/13
• To include combined Total HEI tonnage of
 Asbestos
 Chemicals
 Electrical and electronic equipment
 Fluorescent light tubes and energy-saving light bulbs
 Healthcare/clinical
 Lead acid batteries
 Oils
 Pesticides
 Refrigerators containing ozone-depleting substances
 Solvents
• Expected that majority of HEIs will have some waste
Scope 3
The Scopes
Scope 1
Scope 2
Scope 3
Direct GHG emissions from sources owned or
controlled by the reporting institution e.g. boilers
and furnaces
GHG emissions from the generation of electricity
purchased by the institution
Indirect emissions produced by an institution’s
activities but occurring from sources not owned or
managed by the institution
Why include Scope 3?
• HEFCE consulted on HE strategy for carbon reduction
• Support for tool to measure emissions – EM record
provides this
• Collection of this data will
– Provide information on managing scope 3 emissions
– Demonstrate HEI efforts to reduce carbon
Scope 3 data items
Business travel
Staff commuting
Student commuting
Waste
Method used to calculate scope 3 carbon emissions from waste
Water supply
Wastewater treatment
Supply chain (procurement)
Scope 3 business travel
• Includes travel
undertaken by staff and
students
• Excludes travel paid for by
a third party
• Conversions to be carried
out by HEIs.
 Air travel
 Rail travel
 Vehicles
 Company cars
 Leased cars
 Public transport
(bus/tube/tram)
 Taxis
 Coaches
 Ferries
Defining Scope 3 business travel
Commuter travel
Page 76
Definition:
• Travel to and from home address to the HEI
• For students use term-time address
How to collect:
• Travel survey
–
–
–
–
Distance travelled
Mode of transport
Include all travel over the course of a week
Randomly selected commuters - sample size – enough for
confidence e.g. population 10,000 need to survey 370
Benefits of collecting Scope 3 travel?
How to collect the data?
‘Measuring scope 3 carbon emissions – transport: A
guide to good practice.’
http://www.hefce.ac.uk/pubs/year/2012/201202/#d.e
n.68754
Conversions
To convert the data it is needed to know
1. The mode of travel
2. Activity data (fuel consumption or distance travelled)
3. Appropriate conversion factor (Defra/DECC)
Activity
data
Conversion
factor
Scope 3
carbon
emissions
Waste
Page 78
Total GHG emissions in production and treatment of
waste.
Recognised that HEI approaches to waste and recycling
varies
Calculated through Defra conversion factors
Method used also captured
Water
Page 80
Water supply
• Residential/non-residential/total HEI split tonnes
GHG emissions
Waste water
• Total HEI tonnes GHG emissions
To be converted by HESA using Water consumption
data
Supply chain (procurement)
Page 81
• Supply chain = purchasing of goods and
services and the emissions this
generates.
• Collection of data will allow
benchmarking and provide insights on
ways to reduce emissions.
Reporting tool
• Annual returns database to Regional Purchasing
Consortia to create full emissions report for all HEIs
in England
• Data can then be used to populate Estates return
• This includes 75 Defra carbon points
Supply chain sections
Business services
Information and communication
technology
Paper products
Waste and water
Other manufactured products
Medical and precision instruments
Manufactured fuels, chemicals and gases
Other procurement
Food and catering
Unclassified
Policy
% modal split for staff and students
% single occupancy
car journey
Single occupancy car journeys
% car share
% bus
% train
% cycle
% walk
% motorbike
% other
Page 85
Should not include business
travel
Should not include travel to or
from the students home
(holiday) address
The term-time post code of
every student is collected
through the HESA student record
Consider the join-up between
the results of the survey and the
institutional travel plan
It is anticipated this information
will be collected via staff and
student surveys
Surveys should be conducted on
an annual basis
Continuing data items
Number of car
parking spaces
Figure
Number of cycle
spaces
Figure
Page 86
Environmental
management
system
Environmental
reporting
Fairtrade
accreditation
Yes
Yes
Yes
No
No
No
Health & Safety
Health and safety
Page 89
•
Health and safety data is an existing reporting requirement
•
Prior to 2012/13 this return is made to Universities Safety and Health Association
(USHA)
In line with the sector policy of reducing data collection burden on institutions, from
2012/13 the data will be returned to HESA
•
Data collected according to the guidance and definitions specified by the Health
and Safety Executive within Reporting of Injuries, Diseases and Dangerous
Occurrences Regulations 1995 (RIDDOR) www.hse.gov.uk/riddor
•
Liaise with the existing department/member of staff who is responsible for
returning this information
•
Excludes commercial space across all data items
Incidents involving injury
Fatalities
Specified major
injuries
• Staff
• Students
• Other
• Staff
• Students
• Other
Arising out of or in connection with…
•
•
•
•
Non-employee
• Students
hospital treatment
• Others
for reportable
injuries
Other injuries
involving more
than 7 days’
incapacitation
• Staff
• Students
• Other
Page 89
Fatalities
Specified major injuries or conditions
Injuries to non-employees requiring
hospital treatment
Injuries involving staff in more than seven
days absence from work
– Change (wef 6 April 2012) the overthree-day reporting requirement for
people at work changes to overseven-days starting the day after the
accident
•
Split by Staff, Students and Other
•
Totals automatically generated from
required fields
Dangerous Occurrences
• Part 1 General (21
categories)
–
–
–
–
–
–
–
–
–
Lifting machinery, etc.
Pressure systems
Freight containers
Overhead electrical lines
Electrical short circuit
Explosives
Biological agents
Collapse of scaffolding
Fairground equipment
Page 89
2005 2006 2007 2008 2009 2010
44
37
41
63
79
51
Total reportable
Total reportable
Number of RIDDOR
reportable dangerous
occurrences
Defined in Part 1
General of schedule 1
Number of other
dangerous
occurrences
All other dangerous
occurrences including
accidents which did
not result in injury,
e.g. near misses
www.legislation.gov.uk/uksi/1995/3163/schedule/2/made
Occupational injuries
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
Page 89
Contact with moving machinery or material being machines
Hit by a moving, flying or falling object
Hit by a moving vehicle
Hit something fixed or stationary
Injured whilst handling, lifting or carrying
Slipped, tripped or fell on the same level
Fell from a height
Totals must be split
Trapped by something collapsing
Drowned or asphyxiated
Exposed to, or in contact with a harmful substance
Staff
Exposed to fire
Students
Other
Contact with electricity or an electrical discharge
Injured by an animal
Physically assaulted by a person
Another kind of accident
www.legislation.gov.uk/uksi/1995/3163/schedule/3/made
Occupational diseases
Page 89
• Reportable under RIDDOR
• Excludes occupational diseases reported by those
occupying commercial space
• Record total number of instances of occupational
diseases
• Not split by staff, student and other
www.legislation.gov.uk/uksi/1995/3163/schedule/3/made
Fire safety
Fire safety
Page 90
•
Fire safety data is an existing reporting requirement
•
Prior to 2012/13 this return is made to Universities Safety and Health Association
(USHA)
•
Liaise with the existing department/member of staff who is responsible for
returning this information
•
Splits by ‘Total non-residential’ and ‘Total residential’
Consider the relative coverage of both the Estates Management record and that of the health
and safety information. Health and safety or fire incidents may occur on space/buildings not
otherwise included in the Estates Management record but will still need to be recorded.
Types of fire
Major fire
An incident involving
smoke, heat and
flames causing
property damage to
multiple building
fixtures of fittings
Definition
of a fire
Minor fire
An incident involving
smoke, heat and
flames causing only
localised damage to
equipment or
property
Near miss
An incident involving
only smoke, without
flames, which may
or may not cause
damage
Categories
• Cooking
• Malicious
• Electrical
• Naked
flame
• Hot works /
contractor
activity
Nature of
fire
Nature of
fire
Nature of
fire
Nature of
fire
Nature of
fire
• Laboratory
activity
• Smoking
• Car fire
• Not able to
determine
• Other
Nature of
fire
Nature of
fire
Nature of
fire
Nature of
fire
Nature of
fire
Other data items
Item
Split
Directly exposed to fire/smoke
Students
Number of external fires
Total HEI
Number of internal fires that did not sound the fire
alarm
Total HEI
Number of injuries as a result of fire
Staff
Other
Total Nonresidential
Residential
Total HEI
Number of malicious alarms
Total Nonresidential
Residential
Total HEI
Number of other false activations
Total Nonresidential
Residential
Total HEI
Total number of fire alarm activations
Total Nonresidential
Residential
Total HEI
Number of automatic detectors
Total Nonresidential
Residential
Total HEI
Fire and rescue services attendance
Total Nonresidential
Residential
Total HEI
Type of injury
Categories
Guidance
• External fires
– Examples: Bin fires, skip fires, BBQ’s and bonfires
• Internal fires that do not result in fire alarm
activations
– These are incidents where a fire occurs and is extinguished
without the fire alarm system being activated
• Number of injuries as a result of fire
– Any injury requiring medical attention
Guidance
• Number of malicious alarms
– A deliberate improper actuation of a fire alarm system
• Number of other false activations
– Includes accidental manual call point activation, alarms
raised with good intent, equipment defects and
environmental conditions
• Total number of fire alarm activations
– Calculated from the sum total number of malicious alarms,
other false activations and total number of fires minus the
number of internal fires that did not sound the fire alarm
Guidance
• Number of automatic detectors
– Requirement under BS:5839 and UK Fire Safety legislation
• Fire and rescue service attendance
– Record total number of times the fire and rescue services
attend emergency calls to University owned and managed
property for fires and false alarms
www.usha.org.uk
Other data
• Number of bed spaces
– Auto generated from ‘EMR Number of bed spaces Residential’
– Total number of student bed spaces under direct management
of the HEI
– Excludes commercial space
– Ratios
• Total number of UG and PG students at the HEI
–
–
–
–
Auto generated from ‘EMR Student headcount total HEI’
Total number of student
Excludes distance learning and franchise
Ratios
Onwards use of EMS data
Estates Management publication produced by HESA
2010/11 data released 26 April 2012
Free data table includes:
• Grounds and buildings
• Water and energy usage
• Waste management
• Transport and other environmental measurements
Available at www.hesa.ac.uk/pubs/ems
Developments at HESA
• Aardvark regeneration project
• User accounts project
• Heidi developments
HESA-Estates@JISCMAIL.AC.UK
HESA information and discussion forum for HESA
Estates.
These lists are used to circulate email news alerts from
HESA regarding data requirements, coding manuals and
validation kit releases.
Want to join?
email liaison@hesa.ac.uk
or visit www.jiscmail.ac.uk
Data collection and submission
The Institutional Liaison team are there to help with all
aspects of the return from local collection of data items
through to final submission and sign-off.
Contact the team
liaison@hesa.ac.uk
01242 211144
Training support
If you require additional training help, including
bespoke visits to your institution, get in touch
with the training department…
w: www.hesa.ac.uk/training
e: training@hesa.ac.uk
t:
01242 211472
Follow us on Twitter: @HESATraining