Session: 100203
Date:
Thursday, October 2, 2014
Time:
10:00 am – 11:00 am
Managing Campus Metamorphosis:
Facilities Inventory Fluidity
Presented by:
Brandon Hennington, MIS/MBA, Director
Kate Haenchen, MS, LEED AP ID+C, Unit Manager
Texas Tech University, Operations Division Planning & Administration
This program is registered with the AIA/CES for continuing professional
education. As such, it does not include content that may be deemed or
construed to be an approval or endorsement by the AIA of any material of
construction or any method or manner of handling, using, distributing, or
dealing in any material or product. Questions related to specific materials,
methods, and services may be addressed at the conclusion of this
presentation.
Texas Tech University
Lubbock, TX
5
Problem:
Facilities Inventory Fluidity
Key Strategies:
Anticipate Change
Proactive vs. Reactive
Technology
6
7
2009
2010
2011
2012
2013
28,352
66,058
22,876
17,176
3,575
11,499
182,399
296,003
261,723
226,647
208,927
179,863
139,298
122,319
93,492
54,818
35,070
25,924
SPACE ADDITIONS
Sum of GSF
Sum of ASF
Sum of E&G SF
2014
8
GSF and ASF Changes from 2009-2014 from 2009 as baseline
180,000.00
160,000.00
140,000.00
120,000.00
100,000.00
80,000.00
60,000.00
Total GSF
40,000.00
Total GSF (2009)
20,000.00
Total ASF
Total ASF (2009)
0.00
2009
2010
2011
2012
2013
2014
9
Capital Project Totals by Year
250
200
150
100
50
0
2008
2009
2010
2011
2012
2013
2014
10
Relocated Square Footage By Year
180,000.00
154,372.54
160,000.00
140,000.00
128,808.50
120,000.00
100,000.00
80,000.00
60,000.00
32,458.79
40,000.00
23,301.97
20,000.00
-
2011
2012
2013
2014
11
2011
Renovate
Health
Exercise &
Sport
Sciences
Building
2011
Move
Occupants
and
Contents to
HESS
Building
2011
Build
Creative
Movement
Studio
2011
Move
Occupants
to Creative
Movement
Studio
2012
2013
Build
Talkington
Residence
Hall
Demolish
Remainder
of Men’s
Gym
2014
Build Terry
Fuller
Petroleum
Engineering
Research
Building
12
TERRY FULLER PETROLEUM ENGINEERING RESEARCH BUILDING
13

Edward E. Whitacre, Jr. College of
Engineering
 Two-Story
 58,604 Gross Square Footage
 29,780 Assignable Square Footage
 99.58% E&G
 LEED Silver
14
15
16
17
18
Add Building to Facilities Inventory
Start Tracking Capital Expenditures (SPA)
Create Building Number
Generate Address
Evaluate the Building Program
Space Use Recommendations
THECB Space Model
TTU Space Model
Assign Room Numbers
Relocate Occupants
Update Building Drawings
Manage Vendors
Update the Facilities Inventory
Floorplans
Building Maps
Emergency Action Plans
Data Warehouse
Conduct Conditions Assessment
Warranty
Campus Condition Index
to Five Year Cycle)
(Added
Capital Renewal Project Inspection
19

Track Capital Expenditures
 State Property Accounting (SPA)


Create Building Number
Generate Address
20
Add Building to Facilities Inventory
Create Building Number
Generate Address
Evaluate the Building Program
Space Use Recommendations
THECB Space Model
TTU Space Model
Assign Room Numbers
Relocate Occupants
Update Building Drawings
Manage Vendors
Update the Facilities Inventory
Floorplans
Building Maps
Emergency Action Plans
Data Warehouse
Conduct Conditions Assessment
Warranty
Campus Condition Index
to Five Year Cycle)
(Added
Capital Renewal Project Inspection
21

Global Program Analysis
 Space Planning & Programming


THECB Space Model
TTU Space Model
 Space Management Usage Guide (SMUG)

Assign Room Numbers
 Operating Policies
22
Add Building to Facilities Inventory
Create Building Number
Generate Address
Evaluate the Building Program
Space Use Recommendations
THECB Space Model
TTU Space Model
Assign Room Numbers
Relocate Occupants
Update Building Drawings
Manage Vendors
Update the Facilities Inventory
Floorplans
Building Maps
Emergency Action Plans
Data Warehouse
Conduct Conditions Assessment
Warranty
Campus Condition Index
to Five Year Cycle)
(Added
Capital Renewal Project Inspection
23

Update Building Drawings
 After substantial completion, before occupation

Manage Vendors
 Internal
 External
24
Add Building to Facilities Inventory
Create Building Number
Generate Address
Evaluate the Building Program
Space Use Recommendations
THECB Space Model
TTU Space Model
Assign Room Numbers
Relocate Occupants
Update Building Drawings
Manage Vendors
Update the Facilities Inventory
Floorplans
Building Maps
Emergency Action Plans
Data Warehouse
Conduct Conditions Assessment
Warranty
Campus Condition Index
to Five Year Cycle)
(Added
Capital Renewal Project Inspection
25




Floorplans
Campus Maps
Emergency Action Plans
Data Entry
26
Telecomm
Physical
Plant
EH&S
Space
Planning
Scheduling
TechSID
Report
Portal
Human
Resources
Space Use
Analysis
Survey
Property
Inventory
Virtual
Information
Portal
27
28
Add Building to Facilities Inventory
Create Building Number
Generate Address
Evaluate the Building Program
Space Use Recommendations
THECB Space Model
TTU Space Model
Assign Room Numbers
Relocate Occupants
Update Building Drawings
Manage Vendors
Update the Facilities Inventory
Floorplans
Building Maps
Emergency Action Plans
Data Warehouse
Conduct Conditions Assessment
Warranty
Campus Condition Index
to Five Year Cycle)
(Added
Capital Renewal Project Inspection
29


Warranty
Campus Condition Index
 Five Year Audit Cycle

Capital Renewal Project Inspection
30
31
Building Random
Sample Survey
Emergency Action
Plans
Construction
Project
Coordination
Space Use Analysis
Survey
Teaching Space
Audit
32
33
Campus Random
Sample Survey
Space
Optimization
Projects
Relocation
Management and
Approval Process
Virtual
Information Portal
Updates
Reporting and
Analysis
34

State Property Accounting
 Track all capital expenditures by building

Relocation Services
 Extension of our Space Planning function
 Pre-planning provides insight into space use and identifies which
areas might need specific attention

Facility Conditions Assessment
 Enlists occupants perspective on the condition/use of the space
35
36
Continuous involvement helps prepare and inform those
responsible for the facilities inventory
 Site visits and inventory updates can take less time with
foreknowledge and technology.

37
Providing an end-user survey promotes participation and buyin from others on campus.
 Sharing our goals and why we need to collect this data allows
end-users to supply informed usage of spaces on campus.

38


The facilities inventory is a tool used by a variety of different
groups on higher education campuses; the fidelity of the data
needs to be reliable.
Publishing and maintaining the inventory allows other services
on campus to operate efficiently.
 Scheduling
 Telecommunications
 Physical Plant
 Emergency Services
 Property Inventory
 Environmental Health & Safety
39
– Continuous Coordination
– High-Quality Data (Maintenance, Measure)
– Analysis
– Numerous ways to visualize and access the data
– Get departments involved
– Evaluate Progress
– Set up Controls and Governance
40



Space Allocation Committee
Key Management System
Increased Systems Integration
41
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