university estate management systemsand financial management
DESCRIPTION
Derry Caleb, Chair of the Association of University Directors of Estates and Director of Estates, University of Surrey discusses the view of this agenda from the Estates Director point of viewTRANSCRIPT
Promoting excellence in the strategic planning, management, operation and
development of Higher Education estates and facilities
Derry Caleb Chairman of AUDE and Director of Estates and Facilities University of Surrey
•AUDE, Sheraton House, Castle Park, Cambridge, CB3 0AX
University Estate Management Systemsand Financial Management
University Estate Management Systems
and Financial Management Derry Caleb Chairman of AUDE and Director of
Estates and Facilities University of Surrey
•The HE Estate overview•Systems integration•Financial performance•Data capture•Successful Long Term investment - Life cycle analysis and transparency
University Estate Management Systems
and Financial Management • Sector >£25billion and over 1,6Million students• 25 Million sq meters 84% Freehold and 10% long lease• Total land (maintained) in HE 7000Ha plus woodland,
farmland and other• More than 250,000 beds• Energy £490m per annum 7,700Million Kwh• £52m water and sewerage 25 million cubic m• Maintenance costs £750m and Cleaning £289m• Property costs around 10% of Income excluding rent !
University Estate Management Systems
and Financial Management
– White paper -Willets reference to cost– Efficiency and Modernisation Report "The HE sector needs to understand and be transparent about all of its costs,
identify the costs for operating in different business cultures and delivery methods and be able to demonstrate performance and the value for money from each institute."
– Capturing information - costing activities.– Sustainability
University Management Systems Overview
Estates and Facilities
University Faculties/Departments
University Vision and Strategic PlanFinancial Strategic Plan
Estate Strategic PlanAcademic plansBusiness plansPerformance
ResearchStudents
StaffLegislation Compliance
Job Management
Condition Appraisal
•Marketing•Prospective students•Business and research partners•Conference guests•Local Regional Authorities
Additional Stakeholders
H & SPlanned Maintenance
Business Continuity
Compliance
Hazards
Waste management
University Risk register
Utilities-Consumption
Facilities
•Government Bodies, HESA•Local Planning•Sport and Recreational•HSE•Research Funding Bodies
Data Systems Integrated Approach
ResourceDatabase•Ledger Finance
•Transaction•Agresso•Timely Projects
•Project Management •System•Microsoftproject
Security, Health and Safety-Incident report-Risk-Asbestos-Historical Data
Space database- Autocad- Archibus
Assett managemnetArchibusTask/Job Costs
TimetablingCMIS FacilityKinetix, other
Strategic Planning
-Master plan
-Google earth
Student record•Time tabling•SITS•Unique references
Personnel RecordPeople soft
Risk Management
Business Continuity-ICMP-Impact Assessments
SustainabilityEnergy, Environ.Team
PerformanceManagement
BMS/MeteringTrend- Sauter-Team
Data Systems and activities Space Links
University Space Database
•Finance•Space recharges•Asset management•Recharging.•Expendit. by site, Bldg, Division, Dept or by assettTRAC
Projects History Location•Project Management •System•Microsoft project
Health and Safety-Risk, Asbestos,-Historical Data-Permit to work
Space database- Autocad Drawings Areas and attributes-Archibus access and control-Site-Building-Floor-Room-Room%-Division(Finance AOU)-department- cost centre-External users EMS HEFCE
Assett managementTask/Job Costs PPM-Mtc historyReplacement programLTM schedules
Utilisation of spaceTeaching, research, offices, all space
Strategic Planning
-Master plan-Space allocation-T&C planning-Estate terrier
Student record•Time tabling•Unique course ref.
Personnel Record Location of staff
Risk ManagementHazard locationIncident-events-BCMKey equipment-Assett
Business Continuity-ICMP, hazards-Impact AssessmentsBCM evaluation
PerformanceManagementActivities, Jobs, people, Energy,CARBON
TimetablingAll space, CMIS, Kinetix
Metering - Data Systems Integrated communications
TEAMM&T Software
Radio ReceiverStrategically
located
Radio ReceiverStrategically
located
TREND 963BMS
IT Infrastructure
Theoretical expenditure for a buildingexcludes the impact of Energyand risk
Actual spend on a group of Buildings over 40 years. Maintenance (general and Capital)ComplianceMinor spatial improvementsto keep pace with the market
University Estate Management Systemsand Financial Management
University Estate Management Systemsand Financial Management
• Types of space have a major impact on the average running costs and are reflected in TRAC and the property costs for space.
• Capital varies from around £1800/m2 to £4500/m2.
• Key links in the process is Location and Room number.
University Estate Management Systemsand Financial Management
Estates & Facilities System Approach
University systems
Estate Managed Data• Space Database
– Autocad– Archibus
• Strategic Planning– Master Planning
• Risk Management• Assett Management• Business Continuity
– ICMP– BIA
• Job Costs/Operational• Projects• Security• Health & Safety
– Risks– Asbestos– Historical Data– Hazard
• BMS
Non Estate Packages
Personnel Records ( People Soft)
Ledger Finance ( Agresso)
Timetabling (CMIS Facility)
Risk Management
Business ContinuityICMPBIA
Student Records (SITS)
Research Contract
Space data collection Link to Finance
Space categories and costs
• All space is categorised by TRAC type and this is based on Capital Value and complexity.
• There are 5 different levels of capital value, we could increase this where appropriate.
• Maintenance will follow a similar pattern and highly serviced space will predominantly require more maintenance.
• Present systems will collect all costs associated with building locations and if required rooms or labs. The system can be expanded to include departmental equipment and or research equipment.
• All utility costs will be recorded by buildings and we will be charging faculties and departments on actual use (where possible) rather than campus average.
• We need to review IRV and check the value .• All of this data is collected via normal good practise of estate asset
management.• The same process can be used to evaluate the actual costs of a range of
activities and departments.
Infrastructure/Property costs
• Some costs are average costs per m2 and managed similar to the infrastructure charge.
• £80/m2 to £200/m2 (Property costs EMS 2008-9)
• What about capital cost equivalent rental value £150/m2 to £350/m2
Thank you
AUDE