Facilities Inventory 2014 Kick Off

Agenda Introductions Special Guest: Elisa Springer presenting “Space Impacts on Budget” The inventory process: What we heard from you. Things we observed. What’s changed with the system and documentation? What’s up for the new cycle?

Budget Model Basics

Budget Model Overview Division of Budget and Planning Budget Model Principles and Decisions Building Care expenses will be paid by units on full-time equivalent (FTE) assigned per facility plus materials and supplies. Maintenance expenses will be paid by units having assigned space in a facility. All space will be charged by square foot and technical complexity. o Costs will be spread using a Common Space Factor (CSF method) for each facility. This charge will reflect averaged costs for the entire campus, not actual costs for individual buildings. Utilities will be billed per building based on metering, and spread among building occupants based on assigned space. 4

Common Space Factor (CSF) Method Common Space are areas in a facility not attributable to any department, e.g. restrooms, hallways, stairwells. Codes included are: 010 Custodial Area 011 Fallout Shelter 020 Circulation Area 021 Stairs 022 Elevator 023 Ramps (retired code – last time utilized FY 2013 Certified Space Inventory) 024 Lobby 029 Elevator Machine Room (new code for FY 2014 Certified Space Inventory) 030 Mechanical Area (unless building is 100% coded as 030, typically utility buildings) 031 Public Toilet 032 Private Toilet 035 Shaft Area 5

Common Space Factor (CSF) Method Develop Common Space Factor for each facility code Determine total net space for each facility code Subtract common space area Apply that factor to net area in each assignable room 6 Sum of factored net area equals total net area in facility Certified Inventory SpaceCSFBudget Model Space Facility Net Area50,000 Common Space of Facility(10,000) Assignable Net Area / CSF40, ,000

Space Costing Model Overview Certified Space Inventory Data FY 2015 Assessments driven by FY 2013 Certified Space Data The two year lag is understood by Senior Administration. Data is maintained by colleges and division as part of their compliance with University Policy 2.7, Reporting the Use of Facilities. Audit and process management by the: Office of Cost and Capital Assets Facilities Inventory Office Space Planning Office All Models Use Common Space Factor (CSF) Method 7

Space Costing Model Overview, continued Models include: Building Care Planned Maintenance (excludes SUNY facilities) Preventive and Corrective Maintenance Utilities Stewardship (Maintenance & Utilities) 8

Building Care & Maintenance Assessment Levels Original (FY 2014) Assessment Based on: FY 2014 Cost Per Maintenance Point Included facility codes maintained by current central allocation o List supplied by FM Maintenance Management o May include buildings outside of site 29 Buildings that were not maintained by allocation o Added buildings not covered by appropriation within site 29 o Value based on stewardship level of appropriation Current Year (FY 2015) Assessment Based on: FY 2015 Cost Per Maintenance Point FY 2014 Assessment Base Increase for union / non-union SIP / Benefits / new space 9

Building Care Model Overview FY 2013 Facilities Inventory Data Only facility codes and room types that Building Care cleans List supplied by Building Care No fee for service activity is included Common Space Factor Method with FTE Effort Points based method Use actual FTE’s assigned to each facility code by Building Care Apply CSF by facility to Custodial Load factor (FTE) for each facility Allocate costs based on total points 10

Building Care Cost Calculation Net Area X Common Space Factor (CSF) = CSF Net Area X Custodial Load Factor (FTE’s assigned to facility) = Custodial Points X Labor Factor (factors in fringe benefit costs for endowed) = Labor Factor Custodial Points X Cost Per Custodial Point = Assessment Charge For Custodial Points 11

Maintenance Model Overview FY 2013 Facilities Inventory Data used for FY 2015 Assessments All facilities within site 29 plus legacy off campus facilities maintained Common Space Factor (CSF) Method Premium for age and technical complexity Review of CU Data by Sightlines Maintenance Models vary with regards to facilities included: Preventive / Corrective Model: Endowed and Contract Colleges (includes SUNY) Planned Model: Endowed and Contract Colleges (does NOT include SUNY) Stewardship: Endowed and Contract Colleges (includes SUNY) 12

Maintenance Model Overview, continued Data Metrics and Sources Building technical complexity rating (scale of 1 to 5) Source: Sightlines, via Facilities Services – largely focused on heating and cooling, building air movement, and use intensity. The chart below reflects a cost comparison to reflect impact of technical rating. Tech LevelCost/Sq Ft% Differential 1$ % 2$ % 3$ % 4$ % 5$ % 13

14 Technical Ratings

Maintenance Cost Calculation Net Area X Common Space Factor (CSF) = CSF Net Area X Facility Technical Rating Factor = Maintenance Points X Labor Factor (factors in fringe benefit costs for endowed) = Labor Factor Maintenance Points X Cost Per Maintenance Point = Assessment Charge For Net Area 15

Stewardship Model Overview Costs of shared resources assessed to all occupied space within the boundaries of the Ithaca Main Campus as defined by the Campus Master plan of 2008 (site 29) Maintenance examples: Custodial and maintenance costs for Barton and Bailey Halls Planned maintenance for institutional resources Appropriations for institutional wide functions performed by Facilities Services Utility examples: Street and public space lighting Utility costs for Barton and Bailey Halls Potable water for public areas 16

Utilities Model Overview Separate Model for each commodity Chilled Water Electric Fuel Oil Natural Gas Potable Water Propane Steam Waste Water Includes campus generated utilities plus outside vendor utilities that are processed through Facilities Services (in legacy these were Academic and Contract Colleges utilities – paid by central administration) 17

Utilities Model Overview Facilities Engineering develops consumption numbers by facility. Only includes facilities for which cost and consumption is recorded in the utility billing data base (EBS) Two models – one for commodities affected by weather, one for all the rest. Steam, Chilled Water, Natural Gas, Propane, Fuel Oil are effected by the weather. Each commodity consumption is spread by building to the occupants of the building Common Space Factor (CSF) Method 18

Utilities Model Overview, continued Commodity rates applied Campus is provided estimated utility costs for budget guidance Actual cost driven by metered data Common Space Factor (CSF) Method 19

Questions 20

Inventory Process: What we heard from you. Inventory closed on time. Most system users are feeling comfortable with the system. The process has improved each year. Facilities Inventory staff were extremely helpful by resolving problems. Process went much more smoothly with Facilities Inventory staff bringing rooms online, obsoleting rooms and handling partial year flags. Things that went well:

Inventory Process: What we heard from you. Bulk Edit: Improvements would be helpful. Room Types and Function Codes: Simplify and provide examples. Facilities Inventory staff address errors that the user can’t resolve Create an “Undo” feature. Create a warning if a user is entering a date in a prior fiscal year. Training: More offerings in different formats. Increase Communication: What is the impact of how space is coded? Share tips. Things that could improve:

Inventory Process: What we’ve done. Created new rules that will help prevent errors End dating spaces: No longer able to end date outside of the current fiscal year. Corrected issues with spaces and alpha characters in certain name fields. Improved the “Return to Search Results” functionality New links for the Space Planning Office and to the Room Type Function Code presentation from Paulein and Associates

What’s changed in the system and documentation? New Server for the Inventory System (and new URLs) Production Inventory System: Training System: KFS Upgrade: Recent upgrade to KFS 5.2.1: Check your data on the ‘Occupancy/Research’ page. New Error created: Must end date occupants when orgs are transferred or there is a renovation.

What’s changed in the system and documentation? Newly updated documentation ( Facility Page Field Descriptions New User Reference Guide Campus Site List Organizational Administrators Contacts Chart of Accounts Naming Conventions Changing / Adding Org Code Information Key to Space Inventory Report Codes New links and resources available: Space Planning Office and Room Type presentation

What we observed. Last minute transfers of space: To your departments or to other colleges/ divisions. Issues with internal buy-in: Your finance office cares about space. Paying attention to the CC/EN value: “CC/EN identifies the funding source for the function/activity occupying that room, or portion of the room.” It’s the funding of the program occupying the space, not the funding model for maintenance of the room. (A workshop is in the works.) Leases: Org Admins copied on SUAC forms. Reminder: Renovation SharePoint site is a great resource.

What’s New for the Next Cycle? New training tools: video clips and “how to’s” Tools for Org Admins A schedule: When to do things Org Admin training program Audit documentation: Learn what FI reviews for and how to do it

Facilities Inventory Enhancement Project The current enhancement list is on the documentation web site.

Facilities Information Group Jane VanDerzee Manager Jane McLarty (Data Data requests, OBIEE Standard Reports, new/obsoleted facility codes, security requests for OBIEE Dashboard and Facilities Inventory System, Capital Project room numbering. Steve VanDeWeert (Lead Renovations, renovation room numbering, floor plans Joan Curtiss (Application Facilities Inventory System issues, questions & training