A space junky’s journey
or
How space systems saved my sanity
Garry Bradley
Deputy Director Space Planning & Management
Contents
 RMIT – a snapshot
 The changing space planning environment
 A look at the journey so far – what we had and where we are now
 Expanding information needs
 Policies and procedures
 Why we need to improve what we do
RMIT University©
RMIT University
 Within Victoria there are 3 major campuses and a further 4 sites with
120 buildings and a valuation in excess of $1.1 Billion
 International Campuses in Vietnam at Ho Chi Minh City and Hanoi
 71,604 (50,472 HE and 21,132 TAFE) students / 3,624 staff
 Gross Floor Area is 429,000 sqm
 Capital Plan of in excess of $570m 2010-2014
RMIT University©
The changing space planning environment
 Funding and numbers
 Space management – bottom up, top down or a bit of both?
o Modelling changing space demands
o Load / capacity planning
 Diverging approaches to use of space:
o Teaching / research
o Interdisciplinary / collaborative / informal learning spaces
o Access
 Range and complexity of information
 Functionality of space
 Change in users of information and the uses of the information itself
 Technical environment
RMIT University©
The journey so far…
In the beginning….
Resource
25
FM Space
Auto CAD
RMIT University©
The journey so far…
Syllabus
Plus
Archibus
Auto CAD
RMIT University©
Web
floorplans &
reports
The journey so far…
Security
Project
Request
Application
Syllabus
Plus
Archibus
BIEMS
Auto CAD
Drawings
Database
RMIT University©
Events
Perfect
Web
floorplans &
reports
The journey so far…
Security
Project
Request
Application
Syllabus
Plus
BAS
Gateway
Events
Perfect
Web
Room
Booking
Archibus
BIEMS
Auto CAD
Drawings
Database
RMIT University©
CadCorp
University
Enterprise
Systems - HR
Sis FM
Utilisation
Software
The journey so far…
Security
Project
Request
Application
Syllabus
Plus
BAS
Gateway
Events
Perfect
Web
Room
Booking
Archibus
BIEMS
Auto CAD
Drawings
Database
RMIT University©
CadCorp
University
Enterprise
Systems - HR
Sis FM
Utilisation
Software
Policies and procedures
 University Space Planning and Management Policy
o Space Planning and Management Procedures
 University Timetabling Policy
o Timetabling and Booking procedures
 Project Delivery Framework – ‘Gateway’
o Process owner of ‘Gate 2’ – development of Business Cases and
accommodation briefs
RMIT University©
Overview of Gateway Process
GATE 1
GATE 2
GATE 3
GATE 4
Strategic
Assessment
Business Case
Development
Delivery &
Implementation
Evaluation
& Review
 Request for a new
project and project
number assigned
 Assess key risks
 Identify project
sponsor and
stakeholders
 Initial feasibility
study to assess
alignment with RMIT
strategies
RMIT University©2009
 PM assigned and
design development
undertaken
 Design scope,
project brief, and
plan drawings
developed
 Contractors and
consultants engaged
 Risk analysis
feedback from
across Property
Services and RMIT
 Final design, scope
and budget agreed
 Business case, cost
analysis and
concept design
submitted for
approval
 Delivery of project
commences
 Practical completion
of project works
Property Services
 Project area becomes
operational
 Occupants move in and
“user manual” provided
 Client satisfaction
assessed and postoccupancy fine tuning
completed
 Final completion of
project
 Review of project and
lessons learnt
11
Expanding information needs
• Sustainability / environmental, energy and water use
• Condition
• Functionality
• Room attributes / teaching space layouts and photos
• Room utilisation information
• Fire evacuation and equipment
• Leasing
• Hazardous materials
• Titles
• Heritage
• Landscape / photos, GIS locations, individual tree information
• In-ground infrastructure
RMIT University©
Space Management and Benchmarking
Space Management
Background to Assessment Tool
The purpose of the space management self-assessment tool is to measure, using a range of compliance statements, the extent to which an institution
has embraced space management principles. A high score is indicative of an institution that has succesfully developed and implemented an accurate
and well-managed space data-base. Management systems are in place, and space norms used, for allocating space; space utilisation rates are
measured; and space is mapped electronically and linked to the FM operational data-base.
2009 TEFMA Benchmark Survey
Space Management
Institution is yet to develop systems in
this area (0%)
Statement is only partially true with
further work/refinement to system
required (40-79%)
Statement is generally true but with
some minor exceptions or omissions
(80-99%)
Statement is true in all regards (100%)
Compliance with Statement
Institution at early stages of developing
& implementing systems in this area (1
39%)
 An accurate and well managed database of space exists
and includes information on:
o Types of space
o Ownership of space
o Space facilities and attributes
o Accessibility/Disabled access
o Condition
o Building Code compliance/H&S
o Functionality
o Safety features & equipment
Note: indicate your scores below by deleting the four
scores in each line that don't apply (eg if you wish to
award yourself "4" for "Accessibility/Disabled access"
please delete 1, 2, 3 and 5 and so on)
1
1
1
1
1
1
1
1
2
2
2
2
2
2
2
2
3
3
3
3
3
3
3
3
4
4
4
4
4
4
4
4
5
5
5
5
5
5
5
5
=
/40
All university space is mapped electronically (eg
AutoCad) and is linked to the FM operational
3
6
9
12
15
=
/15
Space norms used to quantify space needs taking
into account student numbers & specialist space
3
6
9
12
15
=
/15
A system for measuring space utilisation rates (eg
space utilisation surveys)
3
6
9
12
15
=
/15
Space is allocated using space allocation/timetabling
software (eg Syllabus Plus)
3
6
9
12
15
=
/15
=
/100
Statement
An accurate and well managed database of space
exists and includes information on:
Types of space
Ownership of space
Space facilities and attributes
Accessibility/Disabled access
Condition
Building Code compliance/H&S
Functionality
Safety features & equipment
Space Management - TOTAL
SELF EVALUATION
Score
>90
81-90
61-80
41-60
<41
Rating
Best Practice
Good Practice
Average Practice
Below Average Practice
Poor Practice
 All university space is mapped electronically (eg AutoCad) and is linked to the FM
operational database
 Space norms used to quantify space needs taking into account student numbers
& specialist space needs
 A system for measuring space utilisation rates (eg space utilisation surveys)
 Space is allocated using space allocation/timetabling software (eg Syllabus Plus)
RMIT University©
DEEWR – Institutional Performance Portfolio
 Space Utilisation
“..10 universities were unable to provide any
Information on this indicator. For those that
did provide data, only Lecture and Teaching
space are able to be reasonably compared
across the sector.” (DEEWR)
 Space Usage
Utilisation Rate by Space Type
2009
Lecture
Teaching
Computer
Specialist Lab
Workshops
Studio
Practice
Utilisation Rate by Space Type
Institution
Cohort
Sector
14.00%
34.63%
34.20%
17.00%
27.70%
31.33%
25.00%
41.64%
30.76%
12.00%
13.73%
16.43%
12.00%
10.33%
14.68%
14.80%
14.22%
TEFMA utilisation target for Lecture & Teaching space is 56%
Space Usage
2009
Academic
Administration
TT Teaching Space
Library
Staff
Commercial
Other
RMIT University©
Space Usage bu UFA
Institution
Cohort
Sector
51.00%
54.33%
45.29%
13.00%
14.49%
13.27%
9.00%
9.61%
12.85%
6.00%
8.18%
9.07%
5.00%
4.35%
7.11%
5.00%
4.32%
5.60%
11.00%
3.52%
6.65%
 Space Ratios
– UFA/GFA – “Best achievable ratios
are between 0.80-0.90.”
– UFA/EFTS
Questions
RMIT University©