Business Intelligence and the Space Utilization Initiative Frances Mueller Project Manager Office of the Provost and Executive Vice President for Academic Affairs BICE | September 30, 2009

September 30, 2009 | 2 University of Michigan – Ann Arbor 568 buildings* (includes North Campus apartments) 600+ classrooms 3,244 acres* 36.9 million sq. ft.* 14.0 million sq. ft. General Fund space * Includes North Campus Research Complex

September 30, 2009 | 3 Financial Challenges Declining State of Michigan funding Volatile energy costs Averaged 2% annual building growth for 10 years Desire to decrease building growth to 1%

September 30, 2009 | 4 Cultural Challenges Decentralized environment General campus perception that space is a –“Free good” –“Owned” by units, departments vs. an institutional resource General reluctance to share space Few pressing space constraints

September 30, 2009 | 5 Space Utilization Initiative Multi-year initiative started in 2007 Explores how General Fund space is used Goals –Reduce operational costs –Better meet academic and research needs

September 30, 2009 | 6 Executive Sponsorship President Provost CFO VP for Research Leadership Commitment Steering Committee Deans (Education, Engineering, LSA, Med School) Vice Provost for Academic & Budgetary Affairs Assoc. Vice Presidents for Facilities & Operations Research Administrative Information Services Faculty Advisory Committee

September 30, 2009 | 7 How the Space Utilization Initiative Helps Raises awareness - poor use of space wastes $$ Provides opportunities to –Redirect resources to higher priority needs –Repurpose poor space to high-quality space –Contain building costs –Demonstrate good stewardship

September 30, 2009 | 8 Areas Being Explored Instructional Research Administrative Other (leased space, food venues, storage) Information and systems Business practices Policies or guidelines Incentives to encourage better use of space Shared space, technology Ways to Increase Utilization In These Space Types

September 30, 2009 | 9 Lots of Questions - Unit & Institutional How much space do we have? Who “owns” the space? Space Portfolio Who uses the space? What days and times is the space used? For what purpose? Where is the underutilized or lousy space? Current Utilization What is the productivity in the space? What is the cost of the space? Which space could be shared? Which space should be repurposed for higher priorities? Space Efficencies & Planning

September 30, 2009 | 10 Data Needed… Plus A Whole Lot More Data & Systems Standards, Metrics & Monitoring Cross-Functional Partnerships Strategic & Supportive Solutions Processes & Policies

September 30, 2009 | 11 Processes & Guidelines Capital projects Office space Research space Food service venues

September 30, 2009 | 12 Metrics & Measures Classroom utilization Research space productivity

September 30, 2009 | 13 Other Considerations Data collection & reporting –Data…does it exist? –Audience & delivery method –Frequency –Cost/benefit of collecting data & building systems Scalable solutions (institutional vs. unit vs. dept.) Campus threshold for change Getting others to care

September 30, 2009 | 14 Space Utilization Projects in Progress Shared scheduling of classrooms (8am to 12pm) M-Pathways for classroom scheduling Scheduling policies (tentative)

For more information: September 30, 2009 | 15