Managing Space – Policies, Procedures and Systems:

Algonquin College

CAUBO Annual ConferenceWinnipeg June 2008

Presented by: Phil Rouble

Facilities Planning Specialist

roublep@algonquincollege.comhttp://academic.algonquincollege.com/staff/roublep

Ottawa Ontario

Algonquin College• Full service, publicly funded Community

College with one central urban campus in Ottawa plus 2 smaller rural campuses

• Student Headcounts – 16000 total– ~13000 audited (publicly funded)

students– ~3000 additional non-audited

enrollments• Ottawa Campus – approximately 15000• Pembroke Campus – approximately 700• Perth Campus – approximately 300

• FT Staff – 1151 total– Faculty – 525– Support Staff – 469– Admin – 157

• Total annual revenues $206M

Ottawa Ontario

CHICAGO

Fall 2007 Data

Algonquin College• Comprehensive program base with

over 140 full time post secondary programs– Credentials: 2-yr certificates, 3-yr

diplomas, 4-yr applied degrees, 1-yr graduate certificates

– Typical program credit hours of 20-22 hours per week

• Four faculties– Faculty of Arts, Media and Design– Faculty of Business and Hospitality– Faculty of Technology and Trades– Faculty of Health, Public Safety and

Community Studies• Minimal applied research activity

Ottawa Ontario

CHICAGO

Fall 2007 Data

WOODROFFE (OTTAWA) CAMPUS PERTH CAMPUS PEMBROKECAMPUS

The Campuses of Algonquin

CampusSite Area (Acres)

Site Area (Hectares)

GSF of Facilities

No. of Facilities

Headcount EnrollmentFall 2007

GSF per Student

(Headcount)Woodroffe 88.81 35.94 1176286 17 15000 78Perth 12.62 5.11 27706 3 300 92Pembroke 3.01 1.22 64107 2 700 92

*Additionally at Woodroffe Campus: 370000 GSF of residences with 1050 beds

Ottawa Ontario

Fall 2007 Data

Academic Facilities*

Facilities Planning Overview

• Facilities Planning and Development, Physical Resources Department– 2 Planning Staff

• 1 Facilities Planning Specialist• 1 Facilities Planner (contract pending FT position)

– 4 Project Management / Delivery Staff• 1 Manager, FPD• 1 Records Officer• 1 Project Manager• 1 Moves and Setup Coordinator

• Scheduled Instructional Space – Woodroffe Campus– 128 Classrooms– 48 Computer Labs– 124 Miscellaneous Specialized Labs

Ottawa Ontario

Growth 1990 to 2005Audit Eligible Activity vs GSF of Academic Facilities

-20%

-10%

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

1990

-91

1991

-92

1992

-93

1993

-94

1994

-95

1995

-96

1996

-97

1997

-98

1998

-99

1999

-00

2000

-01

2001

-02

2002

-03

2003

-04

2004

-05

2005

-06

Total College GSF% Change from 1990-91

Fall Nov. 1 Audited Enrollments% Change from 1990-91

Net 76% Growth in Audited Enrollments

Net 10% Reduction in GSF

Residence facilities excluded in analysis

GSF / Audited Enrollment1990 – 1992005 – 101

7034 Students 12400 Students

1.4 M GSF 1.26 M GSF

Average Area per Headcount – 78 GSF (Fall 2007)

Ottawa Ontario

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Ontario CollegesGSF / FTE

GS

F /

FT

E

Based on 2006-07 Data

Under Pressure to Build Issues of Facility Affordability / Focused on Optimizing Space

Tipping Point for Space Shortage / Discomfort with New Thresholds for Capacity

Algonquin College

Our Space Mantra

Space at Algonquin is a College resource

College resources are strategically allocated to ensure the success of all College initiatives within a context of fiscal responsibility

Space is not owned but is strategically allocated by the College Space and Infrastructure Committee (CSIC)

Space Management

An Integrated Space Management Approach

Scheduling

Facilities Planning

Ottawa Ontario

Resource Planning

Program Evaluation

President and Senior Administration Executive Sponsor

VP-Academic

Academic PlanningFinancial Planning

Budget PlanningBusiness Plans

ChairSenior Academic Dean or Director

Capital Planning

• Revenues• Capital Costs• Direct Costs• Overhead Resource

Balancing

Enrollment Planning

Space CostingGrowth

ProjectionsResource Allocation

Process driven by the Academic mission

Supports and champions the process

Supports the academic mission

Frames the academic mission within fiscal realities

The Algonquin Toolkit

Space Mining

The process of extracting capacity from an existing portfolio of space

Space mining is an integrated planning approach that can dig

deep into hidden capacity reserves

An “Algonquinism”

Continuous Improvement

Change Management

The ^ Space Mining ModelRevised: July 2007

Tools and TechniquesExploration Infrastructure Development

Prospecting for Capacity

Thresholds

Collect and Publish Utilization DataCulture Change

Implement a Space Cost Allocation Model

Resource Management Model / Committee

Alternative Growth Strategies

Utilization Zone Analysis

Resource Balancing

Demand Analysis

Data Mining(Pivot Tables)

Strategic Acquisition

Growth vs Capacity

Establish Measures and Targets

Program Assessment

Space and Scheduling Policies

Evolving

Manage Pools of Space

Room Inventory

So where should you start?My top picks

My top picks

Room Booking

Space

Must Also Support These

Main Emphasis Here

Resource Management Model

Non-IT Equipment

Space Resources

Campus Planning

Facilities RenewalSteward

Ottawa Ontario

Resource AllocationPrio

ritize

Budget Process

Executive Decision Making

Recommend

(When necessary)

Academics

Administrative Services

Room Inventory

Utilization

Track, measure

and optimize

Learning Environments

Support Services

Advocate

Facilities Planning

Scheduling

Monitor quality

Support Success of Approved Initiatives

Res

ourc

ed

by

Student TimetablesApprove Space

Planning Solutions

Scheduling

Match Supply with Demand

Policy making

College Space and Infrastructure Committee

(CSIC)

Academic Ownership

“It won’t work unless it is driven by the academics. They need to take

ownership of the concept. It must be relevant to them and their success must

be tied to it.”Nick Papadolias, Retired Chair of the

College Space Management Committee (CSMC)

And Executive Director of Academic Services

Ottawa Ontario

Measuring Available Capacity in a “Bricks and Mortar” Campus

Room Utilization Rates (%)

Station Occupancy Rates (%)

Average Station Size (sf / station)

Ottawa Ontario

Targets

Based on 50 hrs/weekM-F 8:00am to 6:00pm

Set Targets

Room Utilization Rates

Classrooms 85%

Computer Labs 80%

Other Labs 70%

Set targets(Best Guess)

Refine targets

BUT THIS IS THE MOST CRITICAL

DETERMINANT

Ottawa Ontario

Total Available Hours GridMonday Tuesday Wednesday Thursday Friday Saturday Sunday

12:00 – 1:00 am

1:00 – 2:00 am

2:00 – 3:00 am

3:00 – 4:00 am

4:00 – 5:00 am

5:00 – 6:00 am

6:00 – 7:00 am

7:00 – 8:00 am

8:00 – 9:00 am

9:00 – 10:00 am

10:00 – 11:00 am

11::00 – 12:00 pm

12:00 – 1:00 pm

1:00 – 2:00 pm

2:00 – 3:00 pm

3:00 – 4:00 pm

4:00 – 5:00 pm

5:00 – 6:00 pm

6:00 – 7:00 pm

7:00 – 8:00 pm

8:00 – 9:00 pm

9:00 – 10:00 pm

10:00 – 11:00 pm

11:00 – 12:00 am

Ottawa Ontario

Total Available Hours Grid:Inaccessible (At this time) Hours

Monday Tuesday Wednesday Thursday Friday Saturday Sunday

12:00 – 1:00 am

1:00 – 2:00 am

2:00 – 3:00 am

3:00 – 4:00 am

4:00 – 5:00 am

5:00 – 6:00 am

6:00 – 7:00 am

7:00 – 8:00 am

8:00 – 9:00 am

9:00 – 10:00 am

10:00 – 11:00 am

11::00 – 12:00 pm

12:00 – 1:00 pm

1:00 – 2:00 pm

2:00 – 3:00 pm

3:00 – 4:00 pm

4:00 – 5:00 pm

5:00 – 6:00 pm

6:00 – 7:00 pm

7:00 – 8:00 pm

8:00 – 9:00 pm

9:00 – 10:00 pm

10:00 – 11:00 pm

11:00 – 12:00 am

Ottawa Ontario

A Primetime Scheduling ThresholdMonday Tuesday Wednesday Thursday Friday Saturday Sunday

12:00 – 1:00 am

1:00 – 2:00 am

2:00 – 3:00 am

3:00 – 4:00 am

4:00 – 5:00 am

5:00 – 6:00 am

6:00 – 7:00 am

7:00 – 8:00 am

8:00 – 9:00 am

9:00 – 10:00 am

10:00 – 11:00 am

11::00 – 12:00 pm

12:00 – 1:00 pm

1:00 – 2:00 pm

2:00 – 3:00 pm

3:00 – 4:00 pm

4:00 – 5:00 pm

5:00 – 6:00 pm

6:00 – 7:00 pm

7:00 – 8:00 pm

8:00 – 9:00 pm

9:00 – 10:00 pm

10:00 – 11:00 pm

11:00 – 12:00 am

Primetime Scheduling

M-F – 10:00 – 4:0030 hours per week

Ottawa Ontario

Algonquin’s Current Academic Week Threshold

Monday Tuesday Wednesday Thursday Friday Saturday Sunday

12:00 – 1:00 am

1:00 – 2:00 am

2:00 – 3:00 am

3:00 – 4:00 am

4:00 – 5:00 am

5:00 – 6:00 am

6:00 – 7:00 am

7:00 – 8:00 am

8:00 – 9:00 am

9:00 – 10:00 am

10:00 – 11:00 am

11::00 – 12:00 pm

12:00 – 1:00 pm

1:00 – 2:00 pm

2:00 – 3:00 pm

3:00 – 4:00 pm

4:00 – 5:00 pm

5:00 – 6:00 pm

6:00 – 7:00 pm

7:00 – 8:00 pm

8:00 – 9:00 pm

9:00 – 10:00 pm

10:00 – 11:00 pm

11:00 – 12:00 am

Daytime SchedulingM-F – 8:00 – 6:00

50 hours per week

67% INCREASE IN CAPACITY OVER PRIMETIME SCHEDULING

THRESHOLD

Ottawa Ontario

Extended Academic Week:Fall 2009 Threshold

Monday Tuesday Wednesday Thursday Friday Saturday Sunday

12:00 – 1:00 am

1:00 – 2:00 am

2:00 – 3:00 am

3:00 – 4:00 am

4:00 – 5:00 am

5:00 – 6:00 am

6:00 – 7:00 am

7:00 – 8:00 am

8:00 – 9:00 am

9:00 – 10:00 am

10:00 – 11:00 am

11::00 – 12:00 pm

12:00 – 1:00 pm

1:00 – 2:00 pm

2:00 – 3:00 pm

3:00 – 4:00 pm

4:00 – 5:00 pm

5:00 – 6:00 pm

6:00 – 7:00 pm

7:00 – 8:00 pm

8:00 – 9:00 pm

9:00 – 10:00 pm

10:00 – 11:00 pm

11:00 – 12:00 am

Extended Scheduling ModelM-Th – 8:00 – 10:00

F – 8:00 – 6:0064 hours per week

110% INCREASE IN CAPACITY OVER PRIMETIME

SCHEDULING THRESHOLD

Ottawa Ontario

Optimizing Other Capacity Dimensions

Station Occupancy Rates

Currently no specific targets - current monitoring suggests reasonable results being achieved

The scheduling team is accountable to match section size to room capacity in open / common spaces

Dedicated or specialized labs are sized to maximum section sizes

Average Station SizeOpportunity for improvement in this area through standards / benchmarks

Space costing motivates reduction in lab sizes

Just beginning to really look this capacity

reserve more closely

Collect and Publish Utilization Data

• All instructional space is centrally scheduled– Including room bookings

• Scheduling data is extracted and used to prepare utilization reports three snapshots a term– Start of term– Midterm– End of term

• Each snapshot based on the full term activity– 15 weeks x 50 hours/week = 750 hours per term

• Utilization rates are compared to targets and published College wide to ensure transparency and openness– Open (shared) classrooms and computer labs are managed collectively

as a pooled resource– Dedicated labs are reviewed annually during a Utilization Zone Analysis

Ottawa Ontario

Utilization Zone Analysis – A Visual Spin on Utilization Reporting

1. Complete a utilization report and validate its accuracy2. Group rooms into Green, Yellow and Red Zones based

on utilizationGreen Zone - Supervised Hours Utilization meets or exceeds the Target UtilizationYellow Zone - Supervised Hours Utilization meets or exceeds 50% of the Target UtilizationRed Zone - Supervised Hours Utilization is less than 50% of the Target Utilization

3. Ask Faculties to review the zone analysis and to develop plans towards achieving green zone status in their specialized dedicated spaces

4. Schedule meetings with program teams to look at rebalancing plans

Ottawa Ontario

Contribution

Space Cost Allocation

Direct Costs

ContributionDirect Costs

Revenues

> 30%(Overhead + Space)

< 70%

> 25%(Overhead)

< 75%(Includes Space Costs – More control with consumers of

space resources)

Traditional model (Without Space Cost Allocation)

Algonquin’s Model(With Space Cost Allocation)

Space costing is applied during program assessment through cost allocation

Point to which academic managers manage

Subsidization required by other areas

Break Even Point

Space Costs

Ottawa Ontario

From: Area 5 Program Assessment Summary – June 2004

PROGRAM RENEWAL/NEW

PROGRAM OFFERING

REMEDIATION PLAN

IMPLEMENTATION

PROGRAM REVIEW

PERFORMANCE & QUALITY

MEASURES

PROGRAM COSTING

PROGRAM SUSPENSIO

N

Program Assessment:Academic Review and Renewal Process

Space Cost Allocation

Ottawa Ontario

Space Costing:Does It Work? Very Well!

• Academic Schools have been provided with a tool to more accurately map costs to revenue generation

• Program subsidization has been significantly reduced and is now quantifiable

• Academic areas are provided with additional options to reduce costs and better position programs for sustainable success

• Space dividend:– Space is optimized to reduce costs of program– Phenomenon of the shedding of space

• Movement towards open (shared) rather than dedicated space• Redeployment of shed space from programs faced with suspension

Space costing has been an instrumental driver in ensuring that Algonquin College did not overbuild

Ottawa Ontario

Drilling for Space Through Data Analysis

Data analysis can be one of the simplest, fastest and most cost effective ways to

begin optimizing space

Pivot tables in Microsoft Excel can yield stunning results – FAST!

If you have never seen pivot tables in action – you need to!

Ottawa Ontario