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The University of Edinburgh
Space Management Group [SMG]
26 June 2013
College of Science and Engineering locally managed space analysis
Brief description of the paper
A brief paper outlining results from a recent 12/13 locally-managed teaching space
utilisation exercise undertaken on behalf of the College of Science and Engineering, to
identify local patterns of usage and help the College to identify ways in which the space
could be used more effectively.
*Updated to include the late submission of Informatics 12/13 utilisation data as of
25/11/13*
Action requested
For information: the first full-scale utilisation analysis of locally-managed space since the
introduction of the timetabling system for the 12/13 academic year and an opportunity to draw
comparisons against centrally-managed space
Resource implications
Does the paper have resource implications? No
Risk Assessment
Does the paper include a risk assessment? No
Equality and Diversity
Has due consideration been given to the equality impact of this paper?
No, there are not equality and diversity implications
Freedom of information
Can this paper be included in open business? Yes
If No, please indicate which of the reasons below justifies the paper being withheld.
Its disclosure would substantially
prejudice a programme of research
Its disclosure would substantially
prejudice the commercial interests of
any person or organisation
Its disclosure would constitute a
breach of the Data Protection Act
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Its disclosure would substantially
prejudice the effective conduct of
public affairs
Its disclosure would constitute a
breach of confidence actionable in
court
Other, within terms of FoI
legislation (please give further
details)
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For how long must the paper be withheld? (express either as the time which needs to pass or a
condition which needs to be met.) ……………………………………………………….
The guidance on the exclusions from Freedom of Information legislation should be consulted before
responding to these questions at:
http://www.recordsmanagement.ed.ac.uk/InfoStaff/FOIstaff/foi_exemptions.htm
Originator of the paper
Scott Rosie, Registry Assistant Director - Timetabling
To be presented by
Scott Rosie, Registry Assistant Director - Timetabling
Dr Bruce Nelson, Registrar, College of Science and Engineering
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1. Introduction
The content of this paper originates from a request by the College of Science and Engineering
for visibility of utilisation statistics for all locally-managed, School teaching spaces. The level of
locally-managed utilisation has long been an area of concern for the University and CSE also
feels there may be an opportunity to manage its space more effectively, particularly in light of
increasing pressure created by increased staffing levels and the need to provide better quality
study space for its students.
2. Analysis criteria
The task was to analyse all space owned by Schools within the College, with the majority of
space contained within the KB teaching zone, with separate analysis of general teaching space
and non-standard, specialist space. This was subsequently compared against centrally-bookable
space utilisation in the KB teaching zone. The key analysis criteria were:

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


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Data from the 12/13 timetable database was used
Utilisation provided for both semester 1 and semester 2
Analysis across full semester (i.e. all 11 teaching weeks)
Covers teaching day periods 09.00-18.00
Wednesday afternoon (13.00 onwards) is excluded
Uses ‘planned’ data submitted by Schools, so not based on physical survey data
Recent, SMG approved, utilisation target ranges applied to all outcomes
3. Utilisation data
This section contains a summary of outcomes at School level, with a more detailed breakdown
by individual location available separately, for the identified space categories. General teaching
space is also benchmarked against central teaching space for the same period.
3.1 Locally-managed general teaching space – semester 1 2012/13
Utilisation Statistics
Frequency Occupancy Utilisation
Biological Sciences
37.62%
65.52%
24.65%
Chemistry
23.04%
92.37%
21.28%
Engineering
29.04%
74.96%
21.77%
Geosciences
29.03%
60.02%
17.42%
Physics
12.50%
66.67%
8.33%
Mathematics
21.39%
49.27%
10.54%
KB central teaching
53.28%
64.30%
34.28%
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2012/13 Sem 1 - General Teaching
60.00%
50.00%
40.00%
30.00%
20.00%
10.00%
Frequency
0.00%
3.2 Locally-managed general teaching space – semester 2 2012/13
Utilisation Statistics
Frequency Occupancy Utilisation
Biological Sciences
31.14%
61.83%
19.25%
Chemistry
26.67%
92.18%
24.58%
Engineering
38.83%
73.65%
28.60%
Geosciences
32.53%
58.30%
18.96%
Physics
18.86%
71.03%
13.39%
Mathematics
13.21%
22.78%
3.01%
KB central teaching
52.48%
63.94%
33.97%
2012/13 Sem 2 - General Teaching
60.00%
50.00%
40.00%
30.00%
20.00%
10.00%
Frequency
0.00%
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3.3 Locally-managed specialist space – Semester 1 2012/13
Utilisation Statistics
Frequency Occupancy Utilisation
Biological Sciences
24.48%
71.45%
17.28%
Chemistry
35.18%
77.20%
27.16%
Engineering
10.48%
44.94%
4.39%
Geosciences
14.82%
48.64%
7.20%
Informatics
23.00%
100.00%
23.00%
4.02%
12.50%
1.00%
18.52%
46.49%
8.61%
Physics
Mathematics
2012/13 Sem 1 - Specialist Teaching
40.00%
35.00%
30.00%
25.00%
20.00%
15.00%
10.00%
5.00%
0.00%
Frequency
3.4 Locally-managed specialist space – Semester 2 2012/13
Utilisation Statistics
Frequency Occupancy Utilisation
Biological Sciences
31.50%
79.73%
25.11%
Chemistry
21.18%
45.96%
9.73%
Engineering
25.68%
48.51%
12.46%
Geosciences
11.66%
51.16%
5.96%
Informatics
17.56%
100.00%
17.56%
6.46%
15.85%
1.00%
11.25%
47.73%
5.37%
Physics
Mathematics
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2012/13 Sem 2 - Specialist Teaching
35.00%
30.00%
25.00%
20.00%
15.00%
10.00%
Frequency
5.00%
0.00%
3.5 Context
Some of the data presented looks particularly poor, so it is worth noting some key issues to put
these figures in context:

Utilisation RAG bands:
High (70-100% for Freq/Occ, 40-100% for Util)
Medium (50-69% for Freq/Occ, 25-39% for Util)
Low (0-49% for Freq/Occ, 0-24% for Util)

It has previously been reported that 12/13 School-managed data is not at the level of
centrally-managed data. Some Schools, particularly those with specialist lab spaces did not
manage to find a way to record these spaces within the timetabling system. There is an
expectation that 13/14 will see a step-up in data quality.

Due to an on-going concern regarding Enterprise/WRB functionality ability to sufficiently
replicate functionality of the existing in-house booking system, the School of Informatics
current approach of recording all teaching space locally is planned to continue into the
13/14 academic year. Not only does this set a dangerous ‘opt out’ precedent that
contravenes approved timetabling policy, but also serves to potentially compromise
planning and modelling in aid of a major decant exercise that E&B/TT Unit needs to manage
on the School’s behalf as part of the forthcoming refurbishment of Appleton Tower.

Informatics was not able to produce occupancy figures as part of its separate utilisation
analysis, creating a default position of 100%. Analysis of this data should focus on Frequency
data. Informatics has committed to deliver booking information through shared academic
timetabling for 14/15.
4. Summary
This has been a very useful exercise in quantifying relative levels of local space usage in
comparison to central space usage, as well as providing an insight to the on-going challenge of
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ensuring Schools accurately record all types of space used for teaching. The College can now use
this data to help drive space efficiency gains within its Schools.
An equivalent exercise has now been requested by the College of HSS, which is due for
completion during the first half of July 2013.
Scott Rosie
Head of Timetabling Services
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